Executive Assistant to the President and CEO

Heartshare Human Services Of New York; New York (NY); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Life Insurance

Paid vacation

Employee Development

Job summary

HeartShare Human Services of New York is seeking an Executive Assistant to the President & CEO. This role provides high-level administrative and operational support to ensure the office operates with professionalism, managing complex scheduling and external interactions with board members, partners, and stakeholders.

Responsibilities include coordinating meetings with the executive team and Board, maintaining confidential files, supporting the Chief of Staff on strategic initiatives, and

Qualifications

• High School diploma or GED required.
• 5+ years of administrative support experience, preferably with an executive leader.
• Bachelor’s degree or equivalent experience in administration, business, or a related field preferred.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.

Responsibilities

• Calendar management – proactive scheduling support while working with internal and external stakeholders including the executive team, board members, funders and others
• Meeting support – sharing documents on screens, organizing and setting up food
• Screen and prioritize communications on behalf of the President & CEO, drafting correspondence and materials as needed
• Assist the Chief of Staff in monitoring organizational priorities, special projects, and strategic initiatives led by the President and CEO
• Manage and organize electronic and hard-copy files related to executive and Board activities
• Expense reports for President and CEO
• Attending offsite meetings and events as needed

Skills

Administrative support

Calendar management

Communication skills

MS Office

Discretion & confidentiality

Education

High School Diploma or GED

Bachelor’s degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Job Details: Job Location: HeartShare, 330 Jay Street 29th Fl, Brooklyn, NY, 11201 - Brooklyn, NY 11201, Position Type: Full-Time, Education Level: High School Diploma or Equivalent, Salary Range: $85,000.00 - $100,000.00 Salary, Travel Percentage: Up to 25%, Job Shift: Day,

Heartshareisseekinga highly skilled motivatedExecutive Assistant to the President & CEOto provide criticalhigh leveladministrative and operational support to the President and CEO ofHeartshare.This role will ensure that the office of the President and CEOoperatesat the highest level of professionalism and successfully execute complex and strategic scheduling and use excellent judgment and discretion. You will also serve as a welcoming presence in all external interactions, including with board members, partners, and stakeholders, when representing the organization and support the Chief of Staff to the President and CEO with coordinating meetings, organizational projects in partnership with the Board of Directors, Executive team and Leadership teams atHeartshare.

Essential Functions and Primary Responsibilities of Position

Administrative and Executive Support

• Calendar management – proactive scheduling support while working with internal and external stakeholders including the executive team, board members, funders and others


• Meeting support – sharing documents on screens, organizing and setting upfood


• Screenandprioritizecommunications on behalf of the President & CEO, drafting correspondence and materials as needed.


• Assist the Chief of Staff in monitoring organizational priorities, special projects, and strategic initiatives led by the President and CEO.


• Manage and organize electronic and hard-copy files related to executiveand Boardactivities


• Expense reports for President and CEO


• Attending offsite meetings and events as needed.

Office of the President & CEO Operations

• Serve as liaison between the President and CEO, Chief of Staff, Board of Directors, senior leadership, staff, and external partners.


• Ensure timely follow-up on action items and deliverables resulting from executive meetings.


• Maintain confidentiality of highly sensitive information and exercise sound judgment at all times.


• Support the coordination of Board and committee meetings, including scheduling, material preparation, and logistics.


• Find ways to automate processes, calendar, board material creation


• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

Qualifications

• High School diploma or GEDRequired.


• 5+ years of administrative support experience, preferably withan executive leader.


• Bachelor’s degree or equivalent experience in administration, business, or a related fieldPreferred.


• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.


• Excellent written and verbal communication skills.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.


• Ability to work independently while maintaining collaborative relationships with team members.


• High level of confidentiality, discretion, and professionalism.


• Strong attention to detail and problem-solving abilities

Physical Demandsand Travel Requirements

• Constantly required to exchange accurate information


• Constantly operates a computer and other officetools


• Frequently remains in a stationary position


• Occasionally moves about inside an office


• Occasionally moves office equipment weighing up to 25 pounds


• May occasionally travel to program sites and foragency events.

Work Environment and Schedule

• Professional office environment with a balance of independent work and cross-functional collaboration.


• Dynamic human services environment serving diverse populations with a strong focus on compassion, flexibility, and responsiveness.

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• Rewarding Work in a team environment.


• Paid vacation, sick, personal days, and holidays.


• 403(B) retirement plans with employer contribution.


• Health, dental, vision and life insurance.


• Employee Assistance Program (EAP).


• Flexible spending account (Dependent Care, Medical, Parking, and Transit).


• Employee Appreciation Programs and Events.


• Tuition Assistance Program.


• Professional Development opportunities.


• Wellhub Discount


• Verizon Wireless Discount.


• BJs Membership discount.


• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out [e-mail].

About Heartshare

Who WE ARE

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website atwww.heartshare.orgor Follow us onTwitterLinkedInYouTubeInstagramFacebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.

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