Executive Assistant-CEO

Selfhelp    New York, NY
Job Description

Position Summary:

The primary duty is to provide high quality administrative support to the CEO. The Executive Assistant interacts with the organization’s senior leadership, Board members and other prominent donors on behalf of the CEO. This position will rely on experience and sound judgment to plan and accomplish goals as well as pro-actively supporting the CEO in a wide range of activities and responsibilities.


Principal Responsibilities:

  • Manage CEO calendar, scheduling and travel: coordinate appointments with key stakeholders, set-up and track meetings, and provide relevant prep materials and appropriate follow-up; provide executive-level support for a range of local and national initiatives in which the CEO plays a role.
  • Responsible for administrative and clerical support including but not limited to data entry, desktop publishing, filing, copying, check requests, payroll/timekeeping, ordering supplies, inventory and mailings.
  • Provide support to the Board of Directors (communications, meeting prep, scheduling, agendas and materials, logistics, minutes).
  • Prepares quarterly CEO’s report to the Board prior to Board Meetings; prepares annual Board and Orientation Manuals.
  • Maintain Board Member Portal Platform.
  • Responsible for taking minutes at Board meetings.
  • Coordinate internal and external meetings, booking offsite conference space, scheduling business lunch meetings, conferences and ordering catering as necessary.
  • Provides oversight to administrative support staff through regular meetings.
  • Provide administrative support to other Board Committees and Council members as needed.

Knowledge, Skills And Requirements
  • Bachelor’s degree strongly preferred; will consider equivalent combination of education and experience.
  • 5+ years of experience providing administrative support to Executives.
  • 3-5 years of experience of interaction with board members and taking minutes at Board meetings.
  • High level of proficiency with MS Office suite (particularly Word, Outlook, PowerPoint, and Excel) and Adobe Acrobat professional).
  • Demonstrate strong follow through; detail-oriented, organized self-starter; able to manage multiple competing tasks and demands simultaneously and meet relevant deadlines.
  • Must be willing to attend Board/and or Board Committee Meeting 4-6 times per year in the evening as well as other offsite evening events, when required.
  • Excellent writing, copy editing, and formatting skills; experience in drafting agendas, minutes, correspondence, presentations, reports, and other written documents.
  • Ability to show impeccable judgement while maintaining professionalism and confidentiality in sensitive situations.
  • Ability to communicate with all levels of management, Board members and external business contacts.
  • Must Comfortable in a fast-paced environment; demonstrated ability to work under pressure
  • Excellent customer service and organizational skills.
  • Ability to work on own initiative and collaboratively on teams and committees.

Working Conditions/Physical Demand: Business Office Environment with heavy phone and computer use


Sun, 15 Dec 2019 08:42:15 GMT

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