Details: Competitive salary commensurate with experience
110 East 42nd Street
JOB TITLE: Executive Assistant
JOB TYPE: x Regular x Full Time
FLSA STATUS: x Non Exempt
REPORTS TO: Senior Vice President
The Fisher Center for Alzheimer's Research Foundation is one of the largest and most modern scientific facilities in the world dedicated to solving the puzzle of Alzheimer’s disease. Our founding director is Nobel Laureate and neuroscientist Paul Greengard. He and his world-renowned team at the Fisher Center are leading the way to finding a cure for Alzheimer’s disease. To learn more go to www.alzinfo.org.
To attack the scourge of Alzheimer’s disease through a three-pronged assault focused on understanding the causes of Alzheimer’s disease; improving the care of people living with Alzheimer’s to enhance their quality of life; and finding a cure for this devastating disease.
Reporting directly to the Senior Vice President (SVP), the Executive Assistant (EA) will be their “right hand” and set the first impression of the organization with callers and visitors. The EA will be experienced in handling a wide range of administrative and executive support-related tasks, and should be flexible, proactive, and efficient with the ability to maintain calm and focus sometimes under pressure. They will be a highly resourceful team-player who is comfortable working independently or with an ad hoc team. The EA will utilize their outstanding written, verbal communication and organizational skills and good judgment to make sure day-to-day tasks are completed ahead of schedule or on time. They need to have the courage to ask questions and the strength to balance multiple priorities. This person will assist other management team members and program staff as directed by the SVP.
- Completes a variety of administrative tasks for the SVP such as managing an active calendar of deadlines; reconciling expenses; preparing correspondence that is occasionally confidential; copying, reviewing and date stamping incoming mail, scanning and filing documents, screening phone calls and greeting visitors, updating the office contacts, maintaining executive files, arranging detailed travel plan, and compiling documents for travel-related meetings.
- Organize couriers, FedEx, UPS office as needed; create and manage documents, including printing, binding, scanning, and faxing.
- Anticipate Executive’s needs and proactively bringing together appropriate people and resources to support the Executive.
- Completes critical aspects of deliverable(s) and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans; exploring opportunities to add value to job accomplishments
- Enhances Executive’s and foundation’s character by accepting accountability for impeccable interaction with constituents and partners.
- Represents the Executive and foundation by welcoming visitors, arranging meal(s) and other organization functions such as proof reading correspondence and assisting with strategies on how to expand the footprint of the organization and raise money for program and research.
- Managing external contacts; proactively understanding who they are and keeping track of periodic communication needed for primary contacts.
- Receive and enter donor information into foundation’s donor database on a daily basis; scan documents and manage electronic filing system
- Prepare, draft, print, and mail donor acknowledgement letters, and follow up with specific donor requests.
- Assist Financial Staff with donation information, assist the Development Communications Director with donor correspondence as needed
- Coordinate and schedule all staff and board meetings; prepare agendas, take and/or transcribe notes, compile and distribute handout materials for review.
- Taking the initiative to improve the quality and efficiency of the work results by studying, evaluating, and re-designing processes and implementing changes approved by SVP.
- Updates job knowledge by participating in educational opportunities and professional organization(s); reading professional publications and maintaining professional networks.
- Perform additional duties as assigned and serve as backup office manager when needed.
To perform the job successfully, an individual should demonstrate the following qualifications:
- Must have a professional personal presentation with knowledge of administrative and clerical procedures, great customer service principles and practices
- Must be reliable, courteous, professional, creatively helpful, and outgoing
- Exceptional work ethic; self-starter and an excellent problem solver with good interpersonal and customer service skills
- Active listener and patient with the ability to relay information accurately to others
- Ability to take initiative and operate a wide range of office technology
- Outstanding verbal and written communication skills; information management, organizing and planning skills
- Acute attention to detail and neatness
- Develop reports, dashboards, and processes to continuously monitor data quality and integrity
- Proactively identify and implement data improvements, enhancements, and system customization's that meet foundation requirements
- Retrieve and analyze data using Excel and Salesforce.com
- Exceptional organizational and problem-solving skills with a cheerful demeanor
Education and Experience Requirements
- High school diploma or GED equivalent.
- Associate’s degree from an accredited college preferred.
- Five years’ practical experience working in an executive office for a C-level or Managing Director level preferred.
- One years’ experience as an event planner a plus.
- Tech Savvy - Google Suite (Mail, Calendar, Drive), Dropbox; ability to become a Salesforce expert.
- Strong knowledge of Microsoft Office: Word, Excel, Outlook, Internet.
Position resides in an open workspace. The daily data entry is repetitive, but the work environment is friendly. Normal workweek is Monday through Friday from 10:00 AM to 6:00 PM (40 hours). Less than 1% travel; must be capable of lifting at least 20 lbs. Business smart is the expected style of dress with occasional business professional attire for executive meetings and special events.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is sitting and regularly required to hear or talk and using hands and fingers, handle or feel; and reach with arms and hands.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SALARY & BENEFITS
Competitive salary commensurate with experience; medical, vision and dental benefits including short and long term disability and life insurance offered after 90-Day probationary period; 401(K) with employer match after one year of employment.
Minimum Education Required
How To Apply
Please submit a cover letter with desired salary range, and résumé to Lucretia Holden, Senior Vice President at email@example.com. In the subject line reference ALZINFO-2018-EA; submissions will be accepted until midnight, Sunday, April 8, 2018.
Your interest is welcomed; however, only those candidates selected for an interview will be contacted. No phone calls.
Please note that offers of employment are contingent upon successful reference and background checks.
Desired start date no later than Monday, April 16, 2018.