Executive Assistant

Elmcor Youth & Adult Activities; New York (NY); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

15 Vacation Days

12 Sick Days

Floating Holiday

401K retirement plan with 3% match

Medical Benefits after 30 days

Dental/Vision eligible after 90 days

Access to Gym/Weight Room

Transit Check

PSLF participant

Job summary

Elmcor Youth & Adult Activities in New York seeks an Executive Assistant to provide high-level operational and administrative support to the CEO's office. This role requires professionalism, confidentiality, and strong prioritization in a fast-paced environment.

The successful candidate will coordinate the CEO's calendar and communications, prepare executive presentations and minutes, and assist with special events while promoting agency initiatives through various channels.

Qualifications

• The Executive Assistant must have strong communication skills and the ability to maintain confidentiality.
• Minimum of an associate degree as listed and several years of senior-executive support experience.
• Ability to manage CEO communications, calendar, and special events.

Responsibilities

• Monitor organization projects to ensure deadlines are met.
• Serve as primary point of coordination for the CEO's office and manage communications.
• Answer and screen calls; arrange conference calls.
• Maintain filing system for records and correspondence.
• Coordinate CEO calendar; confirm meetings and appointments.
• Schedule meetings and book conference rooms.
• Perform general clerical duties (photocopying, scanning, faxing, mailing).
• Uphold confidentiality at all times.
• Assist in coordinating events (Annual Gala, Corporate events).
• Prepare executive presentations and meeting minutes.
• Promote events via flyers and social media portals.

Skills

Organizational skills

Communication

Calendar management

Confidentiality

Event coordination

Education

Associates Degree in communication, nonprofit management, human services, or related field

3–5 years experience supporting a senior executive

Tools

Data Management Software

Job description

Summary

This position is primarily responsible for providing high level operational, administrative and leadership support to the office of the Chief Executive Officer. They will be a highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. Reports to the Executive Coordinator.

Job category- Exempt

Essential Duties and Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

Administration:

• Monitor organization projects to ensure deadlines are met.
• Serves as a primary point of coordination for the CEO's office, managing communications and ensuring timely follow up on executive matters.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Manages mail coming in and going out from the Executive Director's office
• Establish and maintain an organized filing system; files correspondence and other records.
• Assist in coordinating the CEO's calendar; confirming meetings and appointments.
• Schedule meetings and book conference rooms as required.
• Performs general clerical duties including but not limited to photocopying, scanning, faxing, and mailing.
• Uphold a strict level of confidentiality
• Update the Data Management Software with new subscribers and manage existing subscribers
• Assist in the coordination of special events managed from the office of the CEO including the Annual Gala, Corporate events and Agency participated events
• Prepares Executive level Presentations and meeting minutes
• Promote events through flyers via email, e-blast and social media portals: Agency Website, Facebook, Instagram and Twitter.
• Performs other related duties as assigned by the CEO.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• The Executive Assistant should have a minimum of an Associates Degree in communication, nonprofit management, human services, or other related field; three to five years work experience in positions related to providing administrative support to a senior level executive of a corporation; Excellent communication required. Must successfully complete a criminal background check, obtain clearance from the Office of Children and Family Services.

BENEFITS:

• 15 Vacation Days
• 12 Sick Days (3 per quarter)
• Floating Holiday 1 annually
• 401K retirement plan with 3% match after 90 days of employment
• Medical Benefits after 30 days of employment with Cigna
• Dental/Vision eligible after 90 days of employment
• Access to Gym/Weight Room
• Access to Boxing Ring
• Short Term Disability
• Life, Accidental Insurance available through Aflac
• Transit Check for commuting expenses
• Legal Shield for legal services
• Public Service Loan Forgiveness (PSLF) participant

M-F 10AM - 6PM