Reporting directly to the Executive Director, the Executive Assistant (EA) provides executive support in a one-on-one working relationship. The EA serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the Executive Director.
The EA is able to work under pressure and to handle various confidential matters and activities with discretion. They can suggest solutions to the executive director regarding the available business opportunities for meeting the company's profitability targets and maximize revenues. They may also assist the executive director on several business decisions.
The EA will be part of the team that project plans and coordinates communications, forums, and special events.
The EA also serves as a liaison to the Board of Directors. The EA must be dedicated and enjoy working within a small environment that is mission driven, results driven and goal oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have the ability to work (both independently and under very close supervision) on projects from conception to completion, and must be able to work under extreme pressure at times to handle a wide variety of activities and confidential matters with discretion.
The executive assistant provides high-level administrative support to the Executive Director. S/he serves as the initial contact/resource person for the Executive Director’s office. S/he ensure timely communication with all partners as well as donors and prospects, contractors, community-based organizations, elected officials and state and federal organizations.
The EA proactively manages the office of the Executive Director (ED) including answering and screening calls, managing the ED’s calendar, scheduling internal and external meetings and arranging travel.
This position conducts research, handles information requests and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
- Works closely with the executive director to coordinate regular Board of Directors meetings, including preparation of reports, collating of documents, distribution of Board packets, room reservation and ordering catering.
- Attend and assist the board secretary in the taking and editing of board minutes.
- Coordinate and maintain Board minute book, ED contacts, and other vital organizational documents and databases, as directed.
- Coordinate the signing, sending and processing of all documents requiring the authorization of the Executive Director’s office.
- Works with ED to prepare board reports and other reports and correspondence.
- Work with ED to manage communications including phone, social media, and email.
- Greet and screen visitors to determine whether they should be given access to specific individuals.
- Read and analyze incoming emails, USPS and other incoming mail determine their significance and plan their distribution. Coordinate the filing, retrieval and retention of corporate documents, records and reports.
- Make travel arrangements for executives.
- Work with ED and other office managers in the coordination of IT, phone and other organizational wide systems.
- Develop work plan timelines and coordinate the implementation of tasks.
Skills & Education:
- Strong verbal and written communications skills.
- Strong project and Time Management.
- Collaboration Skills.
- Personal Effectiveness/Credibility.
- Flexibility.
- Knowledge of Social Media and other Technical Capacity.
- Stress Management/Composure.
Required Education & Experience
- Bachelor’s degree preferred.
- Five years of administrative experience.
- Excellent PC skills - MS Word, Excel, Outlook, PowerPoint
- Requires strong verbal and written skills and the ability to effectively manage multiple tasks while maintaining priorities.
- Self-starter who is detail oriented with excellent office, organizational, and communication skills.
Our Comprehensive Benefits: Hybrid work schedules; competitive pay; paid time off including vacation, personal, and holidays; 401(k); tuition reimbursement; Flexible Spending Accounts; medical insurance; Employee Assistant Plan; and other fringe benefits.
Annual Salary Range: $60,000 to $75,000
Please send resume and cover letter to:
INDICATE “EXECUTIVE ASSISTANT” ON SUBJECT LINE.
IMPACCT Brooklyn and its affiliates are Equal Opportunity Employers and provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type with regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. IMPACCT Brooklyn makes hiring decisions based solely on qualifications, merit, and business needs.