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Executive Administrative Assistant

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 19-01981
  • Date: March 22, 2019
  • Job title:



Scott Smith

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Job Description - Executive Administrative Assistant

Position Overview:

The Executive Assistant provides administrative support to the President and three Vice Presidents, of Development and Communications, Finance and Operations, and Programs. The Executive Assistant also maintains organizations training facilities. This position reports to the President. The Executive Assistant duties include, but are not limited to:

  • Maintain Executive calendar and assist with the collection and preparation of materials for meetings, events, and deadlines;
  • Assist President in scheduling, day-to-day operations, meeting planning and follow-up
  • Prepare written materials including internal and external communications, reports, agendas, job postings
  • Serve as liaison to the Board of Directors and prepare Board communications and minutes;
  • Organize and maintain foundation, communications, contract, vendor and board files;
  • Support Development and Communications efforts including event coordination, donor communications, and creating press kits
  • Support and coordinate with Finance and Programs Departments on operational and programmatic projects
  • Process invoices and check requests for President and Vice Presidents
  • Monitor office and cleaning supply inventory and manage general office orders;
  • Manage mail, building maintenance vendors, scheduling of repairs, cleaning contracts


The ideal candidate will be self-motivated and flexible. They have excellent interpersonal skills and enjoy working with a variety of people. They also possess the ability to take initiative, work independently in a high-paced environment, multi-task, and prioritize responsibilities. Organization seeks candidates with the following qualifications and experience:

  • B.A. or B.S. degree preferred
  • Excellent organizational skills and attention to detail Strong communication, writing, and research skills
  • Ability to prioritize in a fast-paced team environment and meet deadlines
  • Computer proficiency in Microsoft Word, Excel, Outlook
  • Previous background in nonprofit, fundraising, or job training programs a plus

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