Executive Assistant

PRIMARY FUNCTION/PURPOSE:The Executive Assistant is responsible for providing the Senior Leadership team with comprehensive general office and strategic support. The individual will function in many instances as the first point of contact. In this role the qualified candidate would be responsible for assisting all Senior Leadership with daily office duties such as answering phones, managing individual calendar appointments and scheduling meetings. Book travel/program-to-program transportation where necessary, prepares itineraries, process expense reports, and work on department specific projects.

Coordinate company meetings, including ordering food, setting up and cleaning up of company sponsored events. Prepare company presentations and conduct business analysis as directed. Must possess exceptional telephone manners, interpersonal skills, and above all a positive attitude. PRIMARY RESPONSIBILITIES:Supports the execution of strategic initiatives, including the tracking of milestones and metrics.

Analyzes data and information to provide insights and recommendations. Support thedevelopment and design of reports and presentations which may include the writing or editing of document. Anticipate the day to day needs of the Senior Leadership team are being supported that will alleviate them of mundane administrative task and allow them to focus on the business. Manage calendar and schedule meetings to ensure smooth day to day engagements.

Draft agendas, prepare meeting materials and record meeting notes with accuracy and great attention to detail. Answer phone and screens calls; direct non routine inquiries to the appropriate department/program. Support the leadership team with outreach activities and follow-up with external contacts, vendors, contractors, government agencies, public officials etc. Support the development of long-term collaborative relationships.

Liaise with internal partners to ensure business objectives are met. Develop and maintain a filing system; ensure business and operational reports are accurate, create forms and other documentation via paper or electronic, and that they are readily available. Order, maintain, and replenish supply inventory as needed while verifying the delivery of supplies. Assist in the coordination of special projects or events.

Performs other duties as assigned. SECONDARY RESPONSIBILITIES:Facilitate effective communication with other staff within an interdisciplinary context, participate in and contribute to staff meetings and the development of policies and procedures, where necessary. Participate in training and staff-development activities to acquire and maintain both interpersonal and operational skills necessary for successful job performance. Explore possibilities to add value to the job accomplishments, such acquiring and maintaining knowledge of the overall business and individual company departments.

PRINCIPAL RELATIONSHIPS:Frequent contact with staff within departments using considerable independent judgment in making decisions. Regular contact with external and internal callers to assure a high degree of customer service is provided. Ability to maintain collaborative working relationships within department as needed. Interact with other departments or divisions to ensure cooperation and the delivery of proper services.

MINIMUM QUALIFICATIONS:BA degree; minimum 2-3 years of successfully supporting C-Level Executives. Ability to communicate effectively and persuasively in English, with fluent Spanish-speaking [Bi-lingual] being preferred. Excellent proficiency in Microsoft Office, Outlook, Excel [intermediate to advanced level], Power Point, and Adobe [with the ability to create and edit fillable documents]. Notary of Public is preferred.

Must be capable of accurately typing 50 w. p. m. [words per minute].

Utilize good judgment and discretion in the handling of confidential information. Must be detail oriented, highly organized, and excellent ability to work independently and as a member of a team in accomplishing tasks. Strong organizational skills and attention to details. Strong analytical and problem-solving skills.

Ability to manage multiple and shifting priorities with strong follow-up skills. Excellent project management, time management and presentation skills. Excellent oral and written communication skills coupled with strong interpersonal skills. High degree of professionalism is a must for this job role.

OTHER REQUIREMENTS:May be required to work long hours and a varied schedule. Traveling throughout various locations in the New York City area. Lifting and moving objects weighing up to 30 pounds several times a week. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Statement – Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

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