256 West 38th Street
The Executive Director seeks an Executive Assistant to be a “right hand”, providing strong support for a wide range of administrative services. This is a full-time position based in our New York headquarters.
The successful candidate will be highly professional and demonstrate the ability to work independently, possess exceptional communication skills (verbal and written), and be highly organized. They must have a positive, can-do attitude, be self-motivating with sound judgment, possess the ability to trouble-shoot and research solutions, display a high degree of tact and discretion, and enjoy challenges and a work environment where no two days are alike. This position reports to the Executive Director.
Reports to: Executive Director
Location: New York, NY
- Manage the Executive Director’s (ED) calendar, coordinate meetings, and ensure that the ED’s schedule is managed and communicated in an efficient manner
- Organize and support meetings and conferences by compiling agendas, and coordinating logistics and guest attendance
- Support the ED and other leadership in managing communication and acting as institutional liaison with PHR Board members
- Manage and organize the Board of Directors by preparing for Board meetings, maintaining and updating as necessary Board orientation materials, and taking minutes in all Board and Board committee meetings
- Maintain the central filing system for PHR’s official records and other organizational materials
- As directed by the ED, conduct research, and assemble and analyze data to prepare reports and documents
- Reconcile monthly expenses and expense reports for the ED and Director of International Policy & Partnerships
- Organize and coordinate travel and accommodation arrangements
- Coordinate logistics and liaise with outside consultants for PHR’s annual staff retreat
- Draft and edit correspondence, communications, and other documents including presentations
- Provide administrative support to other executive team members, as required, and take minutes in weekly Executive Team meetings
- Maintain PHR’s yearly charitable solicitation and manage annual compliance renewal process for all domestic PHR offices
- Other duties as assigned
- Minimum of 3-5 years’ experience in an administrative role
- Bachelor’s degree
- Ability to maintain strict confidentiality with all business matters and exercise good judgment and discretion at all times
- Mature, resilient, resourceful, and detail oriented
- Ability to work both independently and as a member of a team; able to effectively interact with a variety of personalities and temperaments
- Excellent interpersonal skills, including ability to work with staff at all levels, interact with Board members, and represent the organization tactfully and diplomatically
- Demonstrated project management experience including the ability to plan efficiently, organize, and manage several projects simultaneously with limited supervision or direction, while meeting deadlines
- Excellent written and verbal communication, organizational and time management skills
- Strong working knowledge of Microsoft Office (Excel, Word and PowerPoint)
- A commitment to human rights is essential
PHR is an equal opportunity employer. We value a diverse workforce and an inclusive culture. PHR encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, and veteran status.
Salary is commensurate with experience. PHR offers comprehensive employer-paid benefits, including medical, dental, disability, and life insurance, a retirement savings plan, and generous vacation.
Minimum Education Required
How To Apply
Please send a cover letter (with compensation requirements), a sample of both professional writing and PowerPoint presentation skills, and resume to firstname.lastname@example.org, including “Executive Assistant, OPS-16-004” in the subject line. Please indicate in your cover letter where you saw this posting.