The Harlem Educational Activities Fund (HEAF) is a high-impact after-school program that develops high-potential, underserved New York City public school students into high-achieving, self-sufficient college graduates.
We are seeking a dynamic Executive Assistant for the Office of the President, who can provide a high-level administrative and program support. The ideal candidate will be highly organized, a self starter, and able to multi-task while working independently on a variety of projects. The position requires someone who is creative, entrepreneurial and highly professional. As a key player with the organization, the candidate works well with people- able to engage with the team of staff, Board, students and community- and be able to handle various scheduling and meeting planning for events.
Responsibilities and Duties
Administrative support to President & CEO (60%)
- Manage the President's calendar, correspondence and travel arrangements
- Scheduling and preparing materials for Board and Board Committee meetings and requisite follow-up; taking detailed minutes at staff and Board meetings
- Plan and coordinate events for the President's office
- Conducting research and collecting information to prepare the President for meetings and speaking engagements
Communications and Projects (40%)
- Perform regular updates to content of organization's website and social media
- Develop semiannual newsletter and other communication pieces
- Coordinate design projects, including printing and mailing, through outside contractors (annual reports, appeals, holiday mailings, etc.)
- Work with development team on branding and marketing
- Act as liaison to video producers for annual benefit Gala
Perform other duties as required
Requirements
- A 4-year degree from a competitive college.
- Previous office experience in a similar role, either in business or with nonprofit organizations.
- Excellent writer and editor.
- Event planning experience.
- Experience successfully managing multiple, complex tasks and triaging competing priorities
- Ability to anticipate troubleshoot challenges and proactively solve problems
- Advanced knowledge of Microsoft Office (especially Word, Outlook, Excel, and PowerPoint)
- Commitment to and affinity for HEAF's mission of working with youth
- A strong work ethic, personal integrity, and sense of humor.
Additional Qualifications
- Knowledge of HTML preferred
- Experience with Adobe Creative Suite, especially InDesign, Photoshop, Acrobat, and Premiere preferred
- Experience with web content management systems (especially Joomla) preferred
