Executive Assistant to Foundation Leadership

EXECUTIVE ASSISTANT TO FOUNDATION LEADERSHIP, NYC

Seeking an exceptionally intelligent and organized Executive Assistant to oversee the administrative and operational functions of the Leadership team for a busy Foundation based in NYC.

Responsibilities:

• Proactively manage busy calendars and schedules for multiple managers, including meeting prioritization and being mindful to accommodate individual scheduling preferences;
• Coordinate complex logistical arrangements for major events and meetings and take notes when necessary;
• Maintain organized physical and digital files, templates, trackers, records, and contacts
• Manage vendor contracts/contracting process for relevant projects;
• Prepare expense reports, documentation, and filings and coordinate travel arrangements;
• Manage and conduct ad hoc projects as needed on behalf of managers;
• Support the processing and approval of invoices and subscriptions for respective teams;
• Coordinate new hire orientation and onboarding activities with oversight by department leads, including drafting agendas, scheduling meetings, and managing all logistics to support a seamless onboarding experience. Provide scheduling support for the research team for meetings involving assigned executives, including both internal and external engagements, and coordinate onboarding activities and logistics for new research team hires
• Collaborate with and develop strong relationships with administrative staff and employees across the organization;
• Assist with visitors and serve as a back-up for the organization’s other administrative team members as needed.

Requirements:

• Minimum of 7 years of experience providing administrative and operational support to senior level executives or teams with demonstrated increases in responsibility over time. Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively.
• Bachelor’s degree or equivalent work experience required.
• Advanced experience using Microsoft Office Suite products (Word, Excel, PowerPoint, and Outlook) required; experience with Airtable and SharePoint a plus.
• Must have strong verbal and written communication skills.
• Possesses a friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
• Interest in learning about and supporting the mission of the Foundation is desirable.
• Prior non-profit experience and exposure to monitoring and evaluation tools helpful.

This is a hybrid role, with on-site presence required 3 days a week according to the team’s schedule.

We anticipate that the starting base salary range for this position will be $90,000-95,000, plus eligibility for an annual discretionary bonus. In addition, we offer an extensive benefits package to support our employees, including comprehensive health insurance, a substantial 401k match, paid time off, a hybrid work schedule and other flexible work policies.

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