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Our client, a non-profit tied to an investment firm, is seeking to hire a Temp Executive Assistant to join their team. Client is based in Midtown, Manhattan. This role starts on/arounf August 6th . The position is hybrid, Wednesdays/Fridays remote. . Standard daily hours are 9am-6pm (with a 1hr unpaid lunch break). Temp duration is up to 2 months with position to extend. Pay rate: $45-$52/hour depending on experience.
Provides project management, administrative, and operational support for four senior executives: the Chief Operating Officer, Vice President of Budget Analysis, Senior Policy Advisor, and Director, Monitoring and Evaluation. The Executive Assistant interacts with a number of counterparts, both internal and external, develops an understanding of the organization’s administrative and strategic needs, demonstrates a willingness to take initiative, is able to help manage the executives’ priorities, and exercises confidentiality. Will work independently on special and ongoing projects as assigned.
Responsibilities:
- Proactively manage busy calendars and schedules for multiple managers, including meeting prioritization and being mindful to accommodate individual scheduling preferences;
- Coordinate complex logistical arrangements for major events and meetings and take notes when necessary;
- Maintain organized physical and digital files, templates, trackers, records, and contacts
- Manage vendor contracts/contracting process for relevant projects;
- Prepare expense reports, documentation, and filings and coordinate travel arrangements;
- Manage and conduct ad hoc projects as needed on behalf of managers;
- Support the processing and approval of invoices and subscriptions for respective teams;
- Coordinate new hire orientation and onboarding activities with oversight by department leads, including drafting agendas, scheduling meetings, and managing all logistics to support a seamless onboarding experience. Provide scheduling support for the research team for meetings involving assigned executives, including both internal and external engagements, and coordinate onboarding activities and logistics for new research team hires
- Collaborate with and develop strong relationships with administrative staff and employees across the organization; assist with visitors; and serve as a back-up for the organization’s other administrative team members as needed.
Requirements:
- Work independently with minimal direction and supervision, with strong attention to detail and time management skills.
- Friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
- Must be well organized with outstanding attention to detail and follow-through.
- Demonstrated experience anticipating the need for and delivering strong administrative and operational support to senior level executives and teams.
- Work effectively in a dynamic environment by balancing competing priorities, multi‐tasking, exercising outstanding attention to detail, and reliably following‐through on assignments.
- Experience handling multiple complex schedules and accommodating individual preferences.
- Plan, organize, and manage work effort for complex projects.
- Handle confidential information with integrity and discretion.
- Consistently produce high quality work while working independently with minimal direction and supervision.
- Exercises excellent time management, organizational, and problem-solving skills.
- Possesses a growth mindset and openness to learn and take on new responsibilities over time.
- Advanced experience using Microsoft Office Suite products (Word, Excel, PowerPoint, and Outlook) required; experience with Airtable and SharePoint a plus.
- Must have strong verbal and written communication skills.
- Possesses a friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
- Interest in learning about and supporting the mission of the Foundation is desirable.
- Prior non‐profit experience and exposure to monitoring and evaluation tools helpful.
- Minimum of 8 years of experience providing administrative and operational support to senior level executives or teams with demonstrated increases in responsibility over time. Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively.
- Bachelor’s degree or equivalent work experience required.
- In order to build productive relationships across the organization and to ensure effective collaboration, this role requires in-person presence in accordance with the organization’s hybrid schedule of working in the office three days per week (Monday/Tuesday/Thursday).
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