Executive Assistant

Our client, a New York City-based national family foundation that was started in the early 1900’s, is seeking a dynamic and thoughtful Executive Assistant to support the President and the Senior Staff Team at its Manhattan office. The work environment is team-oriented, collegial, and one in which diversity is valued.

Responsibilities of Executive Assistant:

General Responsibilities

• Provide administrative support to the President’s office and Senior Staff Team
• Maintain President’s schedule
• Manage institution-wide calendar
• Coordinate travel logistics
• Schedule and confirm meetings and conference calls
• Coordinate select breakfast and luncheon meetings in the offices
• Manage incoming mail to the President’s office
• Prepare expense reports and process invoices for the President and the Senior Director for Programs and Strategy
• Liaise with Senior Staff Team and other staff to facilitate cross-departmental information sharing
• Work closely with the Office Administrator for event planning for staff and Board of Directors events

Board Engagement

• Provide administrative support to Board of Directors
• Provide administrative and logistical support for quarterly Board Meetings
• Maintain core organizational documents related to the Board of Directors, including contact information, biographies, meeting materials, board orientation materials, annual calendars for board and committee meetings, and terms of service
• Coordinate conference calls for various board committees
• Serve as point of contact for board members on general inquires

Qualifications for Executive Assistant:

• A minimum of 5 years of high-level Executive Assistant experience
• Bachelor’s degree preferred
• Demonstrated communication skills including exceptional speaking, writing and editing skills
• Excellent organizational and time management skills with an ability to prioritize effectively and problem solve
• Ability to successfully execute multiple, simultaneous projects on tight timelines with quality results
• Excellent attention to detail and interpersonal skills
• Strong computer skills (Knowledge of MS Word , MS Excel, Internet and Outlook)
• Self-starter
• Flexible approach to working outside of normal office hours, particularly when supporting quarterly Board Meetings
• Interest in philanthropy
• Friendly disposition and sense of humor

Education Requirements for Executive Assistant:

• Bachelors Degree