Executive Assistant

Early Childhood Center Southwest Nassau; Oceanside (NY); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Dental insurance

Employee discount

Flexible spending account

Health insurance

Paid time off

Parental leave

Professional development assistance

Retirement plan

Vision insurance

Job summary

Early Childhood Center Southwest Nassau in oceanside, NY seeks a full-time Executive Assistant to support a diverse executive team at our busy not-for-profit community center. You will organize meetings, prepare materials, and manage confidential files with discretion.

Requires 3–5 years of executive support experience, strong organizational and communication skills, proficiency in Google Workspace and Microsoft Office, and the ability to multitask under changing deadlines.

Qualifications

• 3–5 years of administrative assistant experience supporting executive leadership.
• Strong organizational and multitasking abilities.
• Experience working with C-level staff and Board members.
• Proficiency in Google Platform and Microsoft Office.
• Excellent written and oral communication.
• Knowledge of Jewish holidays and traditions is a plus.

Responsibilities

• Organize meetings (virtual and in-person) and prepare conference rooms.
• Draft agendas, take minutes, supply materials for staff and Board meetings.
• Maintain Executive and Board files.
• Track financial transactions (Credit Cards/Check Request forms).
• Update and maintain the executive calendar and schedule meetings/events.
• Screen calls, relay messages promptly.
• Arrange meeting/event setup and coordinates with vendors.
• Perform administrative duties like filing, typing, scanning, etc.
• Create documents, reports, and presentations.

Skills

Admin skills

Phone etiquette

Minute taking

Independent worker

Interpersonal skills

Organizational skills

Executive support

Detail oriented

C-level/Board experience

Jewish holidays knowledge

Tools

Google Workspace

Microsoft Office

Job description

Looking for a full-time Executive Assistant for a busy not-for-profit community center. The ideal candidate has the ability to support a diverse executive team, multi-task and possess strong organizational skills.

Essential skills:

• Must have basic administrative skills (i.e. phone etiquette, filing, taking minutes)
• Proficiency in Google Platform and Microsoft Office.
• Ability to work independently.
• Must have a high level of interpersonal skills and professionalism to handle sensitive and confidential situations and information.
• Exceptional organizational skills required with excellent follow through.
• Experience working directly with C-level staff and Board members.
• Must be detail oriented with the ability to adjust to changing deadlines.
• 3-5 years prior administrative assistant experience providing support to executive leadership.
• Excellent oral and written communication skills with strong phone and customer service skills are required.
• *Knowledge of Jewish holidays and traditions is a plus.

Essential Functions:

• Organize meetings, both virtual and in-person, and prepare conference rooms.
• Draft agendas, take minutes, supply advanced materials for staff and Board meetings.
• Maintain Executive and Board files..
• Track financial transactions (i.e. Credit Cards/ Check Request and Request forms for signature)
• Update and maintain the executive calendar while scheduling and confirming meetings, appointments, and events and keep the Executive team on task.
• Screen calls, take accurate messages and relay and respond to messages in a timely manner.
• Oversee and provide assistance with meeting and event set-ups, check-in and break down as needed (Includes, but not limited to, ordering food and supplies for events and meetings)
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Create forms, documents, reports, and presentations.
• Prepare and distribute memos, letters, faxes, reports, meeting minutes and other documents as requested.
• Reserve rooms, send meeting notifications and reminders, track responses and attendance, check community calendars for conflicts and place meetings as appropriate on community calendars, etc.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person