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Our client, a non-profit located in Midtown, Manhattan, is seeking to hire a Temporary to Permanent Executive Assistant to the CEO . This is a hybrid position with the hours being 9:00am – 5:00pm with a one-hour lunch. The role pays up to $75/hr and is a great opportunity for someone looking to work closely with the CEO and the Executive Office team.
Responsibilities:
The responsibilities of this position include but are not limited to the following – and performed in partnership and close collaboration with the CEO Executive Assistant:
- Strategically manage the CEO’s calendar, using sound judgment to forecast and set priorities appropriately by considering potential conflicts and other logistical and strategic considerations and ensuring sufficient time for preparation is built into the calendar.
- Manage and maintain the CEO’s task and project management system, interfacing with and across teams and departments within the organization (such as governance, investor relations, portfolio/investing team, communications, and operations); responsibilities include compiling a weekly recap of upcoming meetings, open items and upcoming deadlines.
- Manage the day-to-day workflow of the CEO, ensuring the CEO’s daily and weekly tasks and deliverables are operationally and strategically well aligned strategically align with the CEO’s priorities and highly responsive to needs of the organization, other team members and external stakeholders.
- Ensure the CEO is well prepared for external and internal meetings, and support the Chief of Staff in effectively managing the CEO’s external and internal stakeholder relationships and execution of special projects.
- Maintain close relationships with external and internal stakeholders, serving as liaison between them and the CEO.
- Represent and intercede on behalf of the CEO in person, by phone and in written correspondence as needed and appropriate.
- Prepare notes and readouts resulting from all meetings with the CEO, CEO’s office, and internal stakeholders.
- Organize travel arrangements for the CEO.
- Manage administrative duties such as preparing expense reports and requests for reimbursement, messenger services, and filing electronic and print records.
- Coordinate sensitive and confidential projects on behalf of the CEO.
- Partner with other Assistants, particularly the back-up Assistant, to ensure seamless administrative coverage at all times.
- Serve as a mentor and knowledgeable resource to the other staff in the Office of CEO and administrative staff.
Qualifications:
- Aligned with the company’s mission and core values including a strong commitment to racial equity, diversity and inclusion.
- At least fifteen years of relevant professional experience, including at least 10 years serving as executive assistant to CEO(s) of organizations comparable to the company; an undergraduate degree is a plus.
- Excellent computer skills with the following: Microsoft Office, including Word, PowerPoint, Excel and Microsoft Outlook; Adobe Acrobat; Salesforce/CRM software; Microsoft SharePoint; Asana/project management tools; and Slack.
- Demonstrated experience testing, adopting and integrating new technologies and tools, including AI, to boost efficiency and effectiveness of self-directed work, as well as the work of colleagues.
- Perspective from direct experience living or working in communities with significant low income or otherwise disenfranchised peoples desirable.
- Proven ability to adapt and pivot quickly based on new information, propose creative alternatives and solutions to complex and competing scheduling demands, and able to prioritize and re-prioritize tasks in real-time or order to meet deadlines in a fast-paced environment.
- Excellent administrative and organizational skills, with strong attention to detail.
- Self-starter, able to work independently as well as collaboratively with others.
- Outstanding written and verbal communications skills, including drafting emails, letters and memoranda, and proofreading. Able to communicate professionally and effectively in person, electronically or by phone.
- Outstanding interpersonal skills, including the ability to work with people with different backgrounds and experiences.
- Sound judgment, including the ability to use and show discretion, make sometimes difficult decisions independently, and effectively solve problems.
- Some travel may be required.
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