What are the responsibilities and job description for the Special Assistant to the CEO (53723) position at University Settlement Society of New York?
University Settlement is one of New York City's most dynamic social justice institutions, with an impressive legacy as the first settlement house in the nation. For over 135 years, University Settlement has been an anchor in the low-income and immigrant communities where we work, offering pioneering programs in early childhood care and education, youth development, eviction prevention, literacy, theater and visual arts, older adults services, and mental health. Each year, we engage over 40,000 New Yorkers through our network of 30 sites in Manhattan and Brooklyn. Our mission is to empower residents by building on their strengths through comprehensive, quality services that meet the current needs of the community; innovation that anticipates future needs; and advocacy to bring justice to the community as a whole.
The Special Assistant reports directly to the Chief Executive Officer (CEO) and plays a key role in managing the CEO's day-to-day affairs as the CEO works to support University Settlement. This role interfaces with many of the agency’s stakeholders – board members and their assistants, agency administration, government and private funders, community members, external partners, elected officials, and the staff of University Settlement. This position will be the CEO’s overall administrative partner and will also provide support to our Chief Program and Equity Officer and three Associate Executive Directors (AED) for Programs and other staff members in coordinating day-to-day operations of the administrative office, research, writing, and organizing projects and executing other special projects.
Responsibilities
We are committed to building a diverse and inclusive community. We support a broadly diverse team who will contribute to our organization. We are an equal employment opportunity for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.
The Special Assistant reports directly to the Chief Executive Officer (CEO) and plays a key role in managing the CEO's day-to-day affairs as the CEO works to support University Settlement. This role interfaces with many of the agency’s stakeholders – board members and their assistants, agency administration, government and private funders, community members, external partners, elected officials, and the staff of University Settlement. This position will be the CEO’s overall administrative partner and will also provide support to our Chief Program and Equity Officer and three Associate Executive Directors (AED) for Programs and other staff members in coordinating day-to-day operations of the administrative office, research, writing, and organizing projects and executing other special projects.
Responsibilities
- Responsible for providing administrative support to the CEO, CPEO, and AEDs
- Work closely with the executive management staff on agency operations and special projects as assigned, including correspondence, research and assisting with preparing for presentations, board meetings, meetings, and events
- Provides support to the CEO for communication, scheduling, and other responsibilities for the Board of Directors
- Act as liaison for Facilities, Finance, People, Development, and Information Systems
- Work in partnership with the Senior Leadership team to plan agency events, such as Manager’s Meetings, All Staff Day, All Welcome Day, social events, and other special events.
- Manage the administrative office operations - to include daily mail, managing room reservations for 184 Eldridge, handling invoices/payments for administrative agency expenses, and welcoming external guests
- Manage the CEO’s, CPEO's, and AEDs’ calendars; coordinate appointments and meetings and assist with travel arrangements
- Sort, screen, and distribute all correspondence including phone calls and mail, and determine the level of priority
- Other duties as assigned by the CEO and executive management
- Very good writing, speaking, and telephone communication skills.
- Independently driven with proven project management ability; including strong organization skills and multi-tasking capacity, with the capacity to work in a fast-paced environment
- Ability to demonstrate exceptional organizational and interpersonal skills across a range of tasks and audiences
- Strong proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook, and capacity to learn internal systems
- Familiarity with our agency mission, the settlement house model, and New York City civic structures
- Ability to uphold confidentiality. History of success in roles requiring creative and critical thinking
- Minimum 2 years of administrative experience supporting senior management preferred
- A sense of humor, collaboration, and commitment to the social justice mission of the organization welcome
- Bachelor’s Degree preferred
We are committed to building a diverse and inclusive community. We support a broadly diverse team who will contribute to our organization. We are an equal employment opportunity for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.
