Executive Assistant-EO500601

ICL; New York (NY); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Health benefits

403(b) Retirement Savings Plan

Generous PTO

Wellness programs

Learning & Development opportunities

Commuter benefits

Pet insurance

Job summary

ICL is seeking an experienced Executive Assistant to support C-Level executives and the Senior Executive Assistant in a fast-paced environment. You will coordinate calendars, travel, and special projects while maintaining governance documents and ensuring confidential handling of information.

The role includes onboarding/offboarding coordination, board liaison duties, and occasional supervision of junior staff to maintain smooth office operations.

Qualifications

• 5+ years of experience supporting C-Level executives or boards

Responsibilities

• Manage complex calendars for C-Level executives.
• Coordinate comprehensive travel arrangements and events, including Zoom.
• Drive special projects and confidential tasks under deadline pressure.
• Draft and format emails, letters, memos, presentations, and meeting agendas.
• Serve as a liaison between C-Level staff, staff, and the Board of Directors.
• Maintain governance documents in paper and electronic formats.
• Screen calls to protect confidential information while prioritizing inquiries.
• Process invoices, check requests, and expense claims per guidelines.
• Coordinate onboarding/offboarding and IT access for staff.
• Set up and manage filing systems to meet compliance requirements.
• Act as backup for other EAs and assist with reception duties.

Skills

Calendar management

Executive assistance

Travel coordination

Communication

Discretion

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Executive Assistant

Position Summary

Under the direction of the Senior Executive Assistant, the Executive Assistant serves as a trusted partner to executive leadership, ensuring the efficient and seamless operation of the Executive Office. This role provides high-level administrative support to C-Suite executives, facilitates cross-functional coordination, and serves as a key liaison among senior leadership, staff, and the Board of Directors. The ideal candidate is a highly organized, resourceful professional who thrives in a fast-paced environment and exercises sound judgment, discretion, and professionalism at all times.

Key Responsibilities

• Calendar Logistics:Manage complex, highly active calendars for C-Level Executives.
• Travel & Events:Coordinate comprehensive travel arrangements and internal/external events, including catering, transportation, and Zoom moderation.
• Project Execution:Manage confidential administrative tasks and drive special projects to successful completion under deadline pressure.
• Correspondence & Documentation:Draft, format, and distribute high-quality emails, letters, memos, presentations, and meeting agendas.
• Gatekeeping & Communication:Serve as a bridge for smooth, professional communication between C-Level staff, internal teams, and the Board of Directors.
• Governance Maintenance:Assist in maintaining official agency governance documents in both paper and electronic formats.
• Call Screening:Vet incoming calls to determine priority level while strictly protecting confidential company information.
• Financial Administration:Process invoices, check requests, and expense claims in compliance with company guidelines.
• HR Operations:Facilitate staff onboarding and offboarding by coordinating IT equipment setup and system access.
• Records & Compliance:Set up and manage electronic and paper filing systems to meet compliance requirements.
• Team Backup:Act as the operational backup for other Executive Assistants during absences and assist with reception coverage as needed.
• Office Supervision:May supervise and train junior staff (receptionists, temps) to ensure coverage and smooth office operations. May be assigned other duties reasonably related to job responsibilities.
• Board & Governance Support:Assist with meeting setup, drafting agendas, and maintaining agency governance documents. Assist with transcribing, editing, and finalizing Board meeting minutes. Communicate and distribute materials through the Board Effect Board Portal or other board communication platforms. Serve as a liaison between senior management and the Board of Directors.

Qualifications & Competencies

• Associate's degree required; Bachelor's degree preferred.
• Minimum of 5 years of experience providing administrative support to C-Level Executives and/or Boards of Directors, preferably within a nonprofit organization.

Competitive Benefits

• Comprehensive Health Benefits:Medical with HSA, Dental, and Vision
• 403(b) Retirement Savings Planwith employer match
• Generous Paid Time Off:Vacation, personal, sick time, mental health days, and 12 paid holidays
• Employee Wellness Programs:Employee Assistance Program and mental health resources
• Learning & Development Opportunities:Educational leave, tuition assistance, training, and career development tracks
• Additional Perks:Commuter benefits, recognition programs, discount programs, flexible spending plans, and voluntary benefits including pet insurance, identity theft protection, and legal plans

Join a mission-driven organization where your expertise, professionalism, and commitment to excellence will make a meaningful impact every day.

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