Executive Assistant to COO

Job Type

Full Time

Published

07/24/2018

Address

5 Pennsylvania Plaza
New York
New York
10001
United States

Description


PRIMARY FUNCTION OF POSITION: 

The Executive Assistant to COO will provide executive and project support to the COO and Program Operations team.


JOB DUTIES:

Duties and responsibilities include but are not limited to:


  • Serve as project coordinator and assistant to the COO.
  • Serve as point of contact between departments agency wide and the COO.
  • Respond to inquiries with little to no supervision.
  • Facilitate various internal meetings by scheduling, creating meeting agendas, note taking, providing timely meeting minutes, and appropriately following up on deliverables.
  • Draft, edit, and proofread memos, correspondence, meeting materials, and presentations.
  • Manage the process of collecting edits, additions, and suggestions to the agency’s Strategic Plan progress reports from various departments in a timely manner.
  • Coordinate KPI data collection reporting, and internal review and analysis for the agency’s Enterprise Risk Management system.
  • Process expense reports, check requests, corporate credit card statements, and review the monthly financial ledger for the department.
  • Provide support to the quarterly Board of Directors meetings and various Board of Directors Committee meetings.
  • Schedule and coordinate webinars and conference calls with various Covenant House site locations.
  • Oversee the administration of the annual Executive Director evaluation process by coordinating directly with Covenant House sites and Board of Directors.
  • Format and distribute the Site Communication newsletter.
  • Coordinate the on-boarding process for Executive Director and Operations staff.
  • Manage the Operations Google Drive folder and its contents by updating materials and creating and implementing a process for senior team to access.
  • Maintain feedback and manage updates to the Unifying Policies.
  • Provide logistical and event planning support during the convening of the agency’s directors in New York and at various CH site locations both nationally and internationally.
  • All other duties as assigned by the COO and Program Operations team.


KNOWLEDGE, SKILLS & ABILITIES


  • Strong written, verbal, technological and interpersonal skills.
  • Exceptional organizational skills and attention to detail.
  • Ability to multitask and independently prioritize.
  • Experience with event planning and execution.
  • Knowledge of homeless youth services and programming preferred, but comparable youth services knowledge acceptable.
  • Ideal candidate will be a proactive self-starter who enjoys working in a dynamic and changing environment.
  • Experience working in a fast-paced environment with an understanding of prioritization of workload and a sense of urgency in performing tasks and executing deliverables.
  • Must be proficient in Microsoft Office suite, Google applications and have the ability to learn other web based applications and programs.
  • Able to collect and organize data.
  • Able to travel both nationally and internationally as needed.
  • Able to interact effectively with senior management, board members, donors, and maintain utmost professionalism, discretion, and confidentiality.
  • Dedicated to the mission of Covenant House.


MINIMUM EDUCATION & EXPERIENCE


  • Bachelor’s Degree in a Human Services, Nonprofit Management, Business or related field is required. Master’s preferred.
  • At least three years (3) of related experience providing administrative and project support.
  • Experience supporting C-Suite level executives, a plus.

Benefits

We offer a comprehensive benefits package including;

  •  Medical
  • Dental
  • Life Insurance
  • Employee Assistance Program
  • Long-Term Disability Plan
  • Flexible Spending Accounts
  • Up to 4 weeks’ vacation
  • 4 personal days, 13 sick days
  • 11 paid holidays during the year.
  • Defined contribution retirement savings plan (403b) with employer match and an annual employer contribu

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

resume@covenanthouse.org

To apply for this position, candidates should e-mail a cover letter and resume with salary requirements to resume@covenanthouse.org. Please indicate the title of the position you are applying for in the subject line of your email. Covenant House is an Equal Opportunity Employer.


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