Executive & Board Support Specialist

Agupdate; New York (NY); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Agupdate seeks a Senior Administrative Assistant to support the Executive Director and Board members in a dynamic New York setting. The role emphasizes confidential administrative duties, calendar coordination, travel planning, and high-level meeting preparation.

You will format board materials, manage the front desk, and ensure efficient operations, including expense tracking and supplies management, with occasional after-hours involvement for emergencies and fundraising events.

Qualifications

• Two-Three years of administrative experience, ideally supporting senior leadership or a Board of Directors.
• Extensive knowledge of Microsoft Office Suite, including advanced skills in PowerPoint and Excel.
• Demonstrated experience handling confidential and sensitive information with discretion.
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional demeanor with strong interpersonal skills.
• Strong supervisory skills and able to work autonomously.

Responsibilities

• Provide comprehensive & confidential administrative support to Executive Director and Board members, including calendar management, meeting coordination, and travel arrangements.
• Prepare, format, and proofread board meeting materials, presentations, agendas, and minutes.
• Supervises the front desk & arranges coverage for call outs & breaks.
• Retrieves information from records, emails, minutes, and other documents; prepares summaries of data as needed.
• Responds to and resolves administrative inquiries and questions.
• Oversee & maintain agency Uber Health accounts, and manages security access key/cards.
• Process parking permits, vehicle registrations/violations and EZ pass for programs.
• Prepare agendas and schedules for meetings, and set-up & order refreshments.
• Maintains office supplies and coordinates maintenance of equipment & postage machine.
• Maintains a system for recording expenses and petty cash.
• May perform post-hours work for emergencies & fundraising events.

Skills

Administrative experience

Calendar management

Board support

Microsoft Office

PowerPoint

Excel

Written & verbal communication

Organizational skills

Discretion & confidentiality

Multitasking

Tools

Microsoft Office

PowerPoint

Excel

Job description

Agupdate seeks a Senior Administrative Assistant to support the Executive Director and Board members in a dynamic New York setting. The role emphasizes confidential administrative duties, calendar coordination, travel planning, and high-level meeting preparation.

You will format board materials, manage the front desk, and ensure efficient operations, including expense tracking and supplies management, with occasional after-hours involvement for emergencies and fundraising events.