Executive Assistant to the Chief Digital Officer

The New York Public Library; New York (NY); On-site; USD 85,000 - 95,000; Full time

Job summary

A prestigious public library in New York is seeking an Executive Assistant to support the Chief Digital Officer's efforts in digital transformation. This role demands a minimum of five years’ experience in providing administrative support to senior executives. The ideal candidate should have strong organizational abilities, experience in managing confidential information, and effective communication skills. Responsibilities include managing the CDO’s calendar, preparing meeting materials, and coordinating communications with internal and external stakeholders. This position requires a Bachelor’s Degree and proficiency in Google and Microsoft suites.

Qualifications

• Minimum of five years’ experience supporting senior executives.
• Experience managing confidential materials.
• Ability to communicate courteously with senior management.

Responsibilities

• Manage the Chief Digital Officer’s calendar and correspondence.
• Organize meetings and special events involving the CDO.
• Draft and edit documents for board meetings.
• Support donor relations and committee presentations.

Skills

Outstanding organizational abilities

Strong problem-solving skills

Interpersonal communication

Attention to detail

Google Suite proficiency

Education

Bachelor's Degree

Tools

Microsoft Suite

Google Suite

Job description

Compensation: $85,000 - $95,000 / year

Department: Digital

Location: Stephen A. Schwarzman Building

Overview

The Chief Digital Officer leads the ongoing digital transformation of NYPL. The Executive Assistant to the Chief Digital Officer (CDO) is essential to the smooth running of the Digital department: providing comprehensive administrative support, ensuring the efficient use of the CDO’s time, and serving as a key liaison on behalf of the CDO to internal and external stakeholders. The Executive Assistant works under the direction of the Chief of Staff, Digital and collaborates closely with the other assistants in the Executive Office, Trustees, and other critical stakeholders.

Expectations

1 month

• Become familiar with Executive Suite protocols, processes, and procedures
• Become familiar with the CDO. Understand their teams and their preferred working styles
• Meet key personnel (executive office assistants, senior leaders) and understand the organizational structure
• Become familiar with Trustees and other key stakeholders
• Understand the Library’s technology: Google Suite, Workday, and other systems as required

3 months

• Support all of the CDO’s administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etc
• Make the various processes related to the CDO’s administrative needs their own
• Understand the administrative needs for the board and trustee meetings facilitated by the CDO including planning and logistics, documentation, timelines, deliverables and other meeting needs.
• Successfully integrated into the Executive Office Assistants team

6 months and beyond

• Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processes

Responsibilities

• Acts as primary staff to the Chief Digital Officer including communication with internal and external executives, Library partners, assistants and other partners
• Coordinates and manages the Chief Digital Officer’s calendar (in coordination with the Chief of Staff, Digital) and handles correspondence to and from the CDO’s office
• Maintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materials
• Schedule and coordinate all meetings and special events involving the Chief Digital Officer, including logistical setup, catering, preparing materials, conducting tours and acting as point of contact for guests
• Organize and maintain files, both electronic and physical, ensuring confidentiality
• Draft, proofread, and edit documents, correspondence, and presentations for Board meetings
• Act as a liaison between the board members, and other departments
• Assist in preparing agendas, meeting materials, and minutes for board and committee meetings
• Assist in managing departmental budgets and expenses
• Support Chief Digital Officer in donor relation activities as well as Board of Trustees & Digital Committee presentations
• Assists with proposal writing, oversight and reporting; data analysis, research, drafting, writing, proofreading and editing reports, communications and presentations
• Handles office management activities, including travel arrangements, expense reports, eTime approvals, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitions
• Provide backup support for other executive office assistants (eg supporting meetings, answering phones, etc)
• Assists President's Office, Tisch Director, Mellon Director and Chief Operating Officer on certain administrative items, when needed as well as supporting other Executive Assistants as needed
• Assists with special projects and performs related duties as required

Required Education, Experience & Skills

Required Education and Certifications

• Bachelor’s Degree

Required Experience

• Minimum of five years’ experience supporting senior executives or boards in a complex organization.
• Experience managing confidential materials and sensitive correspondence.

Required Skills

• Communicating with courtesy and tact towards individuals of importance including Senior Management and Library Trustees
• The ability to resolve problems independently
• Outstanding organizational and multitasking abilities, with meticulous attention to detail
• Ability to maintain the confidentiality of important information with integrity and professionalism
• Successfully demonstrated experience using Google suite programs, Microsoft Suite and other scheduling and presentation software
• Successfully demonstrated strong interpersonal, oral and written communication skills, reliability, flexibility and willingness to assume various duties and assignments
• Ability to work well under pressure and meet tight deadlines
• Strong problem-solving skills and ability to anticipate the needs of executives

Core Values

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office Environment
• This is an onsite role; up to 5 days a week

Physical Duties

• May require light lifting up to 20 lbs.

Pre-Placement Physical Required?

• No

Union/Non Union

• Non-Union

FLSA Status

• Non-Exempt

Schedule

• Monday - Friday; 9-5

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

Salary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such as, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies. Union Salaries are determined by collective bargaining agreement(s).