Executive Assistant to the President and CEO

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

Benefits offered by this job

403(B) retirement plan with employer

Health, dental, vision and life insu

Paid vacation, sick, personal days, &;

Employee Assistance Program (EAP)

Tuition Assistance Program

Wellhub Discount

Verizon Wireless Discount

Broadway tickets & gifts discounts

Job summary

HeartShare is seeking an Executive Assistant to the President & CEO to provide critical high level administrative and operational support. The role ensures the office operates with professionalism and discretion, coordinating complex scheduling and preparing materials for external interactions with board members and partners.

You will also support the Chief of Staff, manage confidential files, assist with board logistics, and help streamline processes across HeartShare's executive teams.

Qualifications

• High School diploma or GED required.
• 5+ years of administrative support experience.
• Bachelor’s degree or equivalent preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office Suite.
• Ability to work independently with confidentiality.

Responsibilities

• Calendar management – proactive scheduling with internal and external stakeholders.
• Meeting support – organize materials and arrange logistics.
• Screen and prioritize communications for the President & CEO.
• Support the Chief of Staff on priorities and initiatives.
• Manage executive and Board files, both electronic and hard-copy.
• Prepare expense reports for the President & CEO.
• Attend offsite meetings and events as needed.

Skills

Organizational skills

Multitasking

Written communication

Verbal communication

Discretion

Independence

Education

High school diploma or GED

Bachelor's degree or equivalent experience (preferred)

Tools

Microsoft Office

Job description

Heartshare is seeking a highly skilled motivated Executive Assistant to the President & CEO to provide critical high level administrative and operational support to the President and CEO of Heartshare. This role will ensure that the office of the President and CEO operates at 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 at Heartshare.

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 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.

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 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.
• 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 Demands And Travel Requirements

• Constantly required to exchange accurate information
• Constantly operates a computer and other office tools
• 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 for agency 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 to [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 at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

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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