A health services organization in New York City is looking to add a new Executive Assistant to their team in Brooklyn. In this role, the Executive Assistant will play a central role in the activities that support the Deputy Director and the leadership team. In addition, they will act as a liaison to internal colleagues and external stakeholders, communicating the need for information in a timely way and ensuring that all elements of the office are managed professionally, proactively, and efficiently.
About the Opportunity:
- Start Date: ASAP
- Assignment Length: Contract to Hire
- Schedule: Monday to Friday
- Hours: 9am to 5pm
- Setting: Office - Executive team
Responsibilities:
- Provides senior-level administrative support including scheduling, and travel arrangements; routing correspondence; drafting letters and documents; collecting, and managing contacts
- Manage and maintain the Deputy Executive Director's calendar including identifying key deadlines and milestones and flagging for follow up
- Support the Deputy Executive Director in cross-organizational planning including tracking, monitoring cross-organizational initiatives, gatherings and coordinating meetings and setting agendas, and following up on action items
- Handled confidential materials with care and discretion
- Plan and schedule internal and external meetings as appropriate
- Order supplies and equipment, sort and distribute mail
- Manage monthly credit card reconciliations and reimbursement requests.
- Manage meeting logistics, conference rooms, AV equipment, and displaying presentation
- Helps prepare and process expense reports, vendor invoicing paperwork, and purchase requisitions
- Plan and coordinate bi-weekly staff lunch and snack distribution
- Perform other administrative projects and tasks as assigned
- Participates in in-service training and on-site workshops as required for professional growth and development. Attends external training workshops at the direction of management.
- Perform other duties, as needed
Qualifications:
- Bachelors Degree
- 2+ years of administrative support experience
- Excellent written, oral, organizational, and interpersonal communication skills, and be a collaborative team player
- Proficiency in Microsoft Office, including Outlook and Excel
- Interpersonal, great communicator
Desired Skills:
- Bilingual (English & Spanish)