Executive Assistant

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.

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