Job Description

A long-standing organization in NYC is seeking an Executive Assistant to support two C-Suite Executives. This is a highly visible, front facing role that requires the Executive Assistant to be onsite daily to liaise with leadership, the administrative team, and respective stakeholders.

• This is an ongoing contract engagement and possible contract to hire opportunity.
• Traditional business hours, no overtime expected

Responsibilities:

• Coordinate and manage executive calendars, while exercising great attention to detail.
• Maintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materials.
• Schedule and coordinate all meetings and special events including logistical setup, catering, preparing materials, conducting tours, and acting as point of contact for guests.
• Organize and maintain files, both electronic and physical, ensuring confidentiality.
• Draft, proofread, and edit documents, correspondence, and presentations for Board meetings.
• Act as a liaison between executives, board members, and other departments.
• Assist in preparing agendas, meeting materials, and minutes for board and committee meetings.
• Coordinate and track progress on projects.
• Assist in managing departmental budgets and expenses.
• Support in managing corporate governance documents and policies.
• Support with donor relation activities as well as Board of Trustees presentations.
• Assist with proposal writing, oversight, and reporting; data analysis, research, drafting, writing, proofreading, and editing reports, communications, and presentations.
• Handle office management activities, including travel arrangements, expense reports, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitions.
• Provide backup support for other executive office assistants (e.g., supporting meetings, answering phones, etc.).
• Assist additional C-Suite leadership on certain administrative items, when needed, as well as supporting other Executive Assistants as needed.
• Assist with special projects and perform related duties as required.

Desired Skills:

• Communicating with courtesy and tact.
• Ability to maintain the confidentiality of important information.
• Successfully demonstrated experience using Google Suite programs, Microsoft Suite, and other scheduling and presentation software.
• Successfully demonstrated strong interpersonal, oral, and written communication skills, reliability, flexibility, and willingness to assume various duties and assignments.
• Bachelor's Degree or 5-10 years working in a high-volume C-Suite environment.
• 5-10 years working in a high-volume C-Suite environment.

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