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    Executive Assistant for Philanthropic Office - New York, United States - Phaxis

    Phaxis
    Phaxis New York, United States

    5 days ago

    Phaxis background
    Non-profit / Volunteering
    Description

    EXECUTIVE ASSISTANT AT LEADING PHILANTHROPIC ORGANIZATION

    Base Salary is $85K to $100K (based upon candidate and experience); Discretionary Bonus; and Excellent Benefits

    Hybrid with Three (3) Days in Office and Two (2) Days Remote

    The office is in mid-town Manhattan and closed between Christmas and New Years. Great organization. This is not a 24/7 role.

    Leading philanthropic organization looking for an experienced administrative/executive support professional to join its organization as an Executive Assistant providing project management, administrative, and operational support for four (4) senior executives: the Chief Operating Officer; Vice President of Research; Senior Policy Advisor; and Director-Monitoring and Evaluation. In this role, you will interact with several counterparts, both internal and external, develop an understanding of the organization's administrative and strategic needs, demonstrate a willingness to take initiative, is able to help manage the executives' priorities, and exercises confidentiality. You will also work independently on special and ongoing projects as assigned.

    Hybrid role with Three (3) Days per Week in the Office (Mon, Tue, & Thu) located on Park Avenue in the mid-50s, and Two (2) Days per Week Remote/Virtual.

    REQUIREMENTS AND SKILLS

    Bachelor's Degree required

    Minimum of Ten (10) years of experience providing administrative and operational support to senior level executives or teams with demonstrated increases in responsibility over time

    Prior non‐profit experience and exposure to monitoring and evaluation tools helpful

    Advanced experience/knowledge of Microsoft Office Products: Word, Excel, PowerPoint, and Outlook essential

    Must have strong verbal and written communication skills

    Friendly and professional demeanor, positive attitude, and willingness to partner with other team members

    Work effectively in a dynamic environment by balancing competing priorities, multi‐tasking, exercising outstanding attention to detail, and reliably following‐through on assignments

    Experience handling multiple schedules and accommodating individual preferences

    Plan, organize, and manage work effort for complex projects

    Handle confidential information with integrity and discretion

    Consistently produce high quality work while working independently with minimal direction and supervision

    Exercises excellent time management, organizational, and problem‐solving skills

    Possesses a growth mindset and openness to learn and take on new responsibilities over time

    Interest in learning about and supporting the mission of the organization Foundation is desirable

    RESPONSIBILITIES AND DUTIES

    Manages administrative and operational functions including, but not limited to:

    Manage busy calendars and schedules for multiple managers, including meeting prioritization and being mindful to accommodate individual scheduling preferences

    Coordinate logistical arrangements for major events and meetings and takes notes when necessary

    Coordinate travel arrangements and prepare expense reports, documentation, and filings

    Support the processing and approval of invoices and subscriptions for respective teams

    Maintain organized physical and digital files, templates, trackers, records, and contacts

    Manage vendor contracts/contracting process for relevant projects

    Coordinate orientation activities for new hires with oversight by department leads

    Manage and conduct ad hoc projects as needed

    Collaborate with and develop strong relationships with administrative staff and employees across the organization

    Assist with visitors

    Serve as a back‐up for the organization's other administrative team members as needed

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