ADMINISTRATOR/EXECUTIVE ASSISTANT

Employment Type: Full-time

Salary: Negotiable; $21-$27 per hour to start with opportunity for growth.

Opportunities for future compensation increases and job promotions.

Location: Sunset Park, Brooklyn, NY 11232

Company Description

Children of the City (“COTC”) is a 501c3 non-profit organization that has been driving socioeconomic progress since 1982 by bridging opportunity gaps for 15,000+ families and 5,000+ students. Youth and children gain educational support through our College Bound programs and our Create Success afterschool and summer programs. Low-income families gain access to free resources and services through our Future Safe community aid program and Strong Minds Safe Homes community outreach program.

Job Summary

Supporting the Executive Director, the Program Administrator is responsible for handling executive support and administrative functions across the organization, including office management, program administration, logistical planning and coordination. This role requires a mix of administrative, technical, and people skills. The ideal candidate is an experienced administrator who excels at getting things done. They’re a highly organized, resourceful, and technologically capable person who’d enjoy working closely with the executive director, serving the local community, coordinating logistics for programs/events, organizing office files and records, setting yearly calendars and project managing around deadlines.

Job Description

Examples of administrative tasks the Executive Assistant handles:

• Support the executive director and program supervisors in administrative functions, including office administration, NYS license filings, email correspondence, logistics coordinating and planning.

• Partner with staff on behalf of the executive director, ensuring program deliverables/responsibilities are met by staff.

• Ensure program deliverables/responsibilities are met by program and project supervisors

• Manage an organizational task/time management system across key functions, programs, and projects.

• Set and manage program calendars for the year, including schedule, coordinating with program and project supervisors

• Set and manage calendars for back-office operations and program funding efforts, including schedules and deadlines for license renewals, grant submissions, and fundraisers

• Provide logistical coordination and communication support for back-office administration, program services, community events and workshops

• Help coordinate and prepare materials for virtual and in-person meetings

• Document meeting follow-ups and ensure to-dos are completed by self, staff, volunteers, partners

• Maintain a professional and organized remote and office environment, keeping an organized digital and on-site filing system (as needed)

• Oversee and Coordinate with staff to store and properly organize institutional records digitally on the google shared drive

• Record information/data for program records (using Google Sheets) to track donations for inventory, update community databases for outreach programs, capture program participation for outcome reports, update volunteers and donor contact information for correspondence

• Liaise with people inside and outside the organization as their initial point of contact, fielding questions from donors, partners, and, participants

• Liaise with board of directors, vendors, PR staff and volunteers for fundraising initiatives, managing correspondence, planning event logistics, tracking donations, and administering event tickets

• Provide some support to our finance manager, conducting any necessary record-keeping for payroll, and handling email correspondence and coordination with existing staff and new hires

Job Qualifications

• Experience in Executive Support and Office Administration

• Proficient in Google Sheets, Google Documents, Google Forms, Google Calendar, and Google Shared Drive

• Proficient in Conversational Spanish helpful, but not mandatory

Work Days / Hours

Preferred Days/Hours for Full-Time Position:

September-June: Monday-Friday, 11 am-7 pm.

July-August: Monday-Friday, 9 am-4 pm.

Job Type: Full-time

Pay: $21.00 - $27.00 per hour

Work Location: In person