Executive Assistant - Children's Aid Society : Job Details

Executive Headquarters (117 West 124th St)

$50000 - $65000 / year

Position Summary:

The Executive Assistant reports to the Chief People and Diversity, Equity, and Inclusion Officer (CPDEI). The Executive Assistant will be responsible for providing high-level administrative support to the CPDEI Officer and Human Resources, Learning and Development; and DEI leads to ensure the smooth operation of daily activities, and contribute to the overall efficiency of the leadership team. The Executive Assistant requires strong communication skills, a proactive and customer service mindset, and the ability to maintain confidentiality.

Essential Duties:

Calendar Management:

• Efficiently manage complex and dynamic calendars for executive and leadership teams, scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting schedules, ensuring optimal use of the team's time.

Communication and Correspondence:

• Act as a primary point of contact for internal and external stakeholders, screening and handling inquiries.
• Prepare and edit correspondence, presentations, and reports on behalf of the executive and leadership team.

Meeting and Event Coordination:

• Organize and prepare materials for meetings, conferences, and events.
• Attend and document key meetings, distribute minutes, and follow up on action items.
• Coordinate travel logistics, including flight bookings, hotel accommodations, and ground transportation.
• Anticipate and address any travel-related issues or changes proactively.

Administrative Support:

• Manage and prioritize incoming requests, including emails, phone calls, and other communications.
• Prepare and submit expense reports, ensuring accuracy and compliance with company policies.

Project Management:

• Assist in the planning and execution of special projects and initiatives as directed.
• Track project timelines, deliverables, and milestones, providing regular updates.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor's degree or equivalent experience, Bachelor's degree or experience in Human Resources is a plus.
• Proven experience as an executive assistant or in a similar administrative role.

Key Competencies:

• Ability to handle confidential information with discretion.
• Proficient in MS Office suite and calendar management tools.
• Exceptional organizational, multi-tasking, and time-management skills.
• Strong written and verbal communication abilities.
• Strong interpersonal skills and the ability to work effectively in a team.
• Proactive and responsive to team needs.
• Effective problem-solving skills through direct engagement with colleagues.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not to tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.