Title: Executive Assistant
Program: Finance
Location: Varick Street
Salary Range: $65,000-$70,000
Program Description:
The Executive Assistant performs a variety of administrative tasks and supports the Chief Financial Officer in addition to supporting executives from Compliance, Real Estate and Human Resources departments. This individual will be well-organized, have great time management skills, be a proactive problem solver, have an attention to detail, be a team player, and communicate effectively. Ultimately contributing to the efficiency of our business by providing personalized and timely support to executive members and management.
Essential Duties and Responsibilities:
The essential duties of the Executive Assistant include but are not limited to the following activities:
- Provides administrative task support: which includes calendar maintenance, scheduling meetings, correspondence in both email and letter form and follow up, phone/ voicemail coverage and receiving visitors for the executive
- Manages various staff and committee meetings including supporting agendas, preparatory documents, meeting logistics, post-meeting follow-up, expense reports and more
- Independently conducts research and/or collaborates with colleagues to ensure proper preparation for all meetings and events
- Works closely with each executive to keep them informed of and prepared for upcoming commitments
- Manage and arrange CFO’s flight, hotel, and reservations for events and conferences
- Provide backup timekeeper duties for the Finance department
- Support the Chief Financial Officer with preparation of purchase orders and inquiries to unique transitions, as needed
- Maintain car service accounts (Uber and Carmel Car Service) and payments
- Monitor billing for Waystar, GFP, IPFS, PHLY, EFSP and facilities billing (utilities etc.)
- Provide support with HR functions using ATS to manage interviews, hiring and onboarding new hire for Finance, Compliance and Real Estate departments
- Reconcile AMEX monthly statement for the executives
- Prepare check requests for Real Estate and Finance as needed
- Assist in preparing funding applications when necessary
- Supports the executive in preparation for Board of Trustees and committee assignments and meetings, materials preparation and works with the BoT Liaison
- As a member of the Administrative Pool, and as such, may cover Front Desk Reception/telephones or assist with other administrative projects
- Other duties and projects as assigned by executive members and management
Qualifications:
- Bachelor’s Degree preferred
- 3 – 5 years’ experience - 1-3 years working with Senior/C-level executive a plus
- High level of proficiency in business writing and calendar management required
- Proficiency in current software applications Microsoft Office and Virtual meetings management (Teams, RingCentral etc.)
- Ability to effectively present information and respond to inquiries of a sensitive and confidential nature from board members, donors, staff, and other PRI constituencies.
- Excellent written and oral communication skills, including the ability to edit documents and independently compose correspondence
- Must be cognizant of maintaining the appropriate image in all communication and interaction
- Must have a demeanor by which s/he simultaneously treats others with respect and commands the respect of other
All newly hired Project Renewal staff must provide verification of being fully vaccinated against Covid-19.