Executive Assistant to the Chief Operating Officer

Supervisor:        Chief Operating Officer

Job Status:         Full Time

Job Hours:          35 hours per week

Location:            Midtown Manhattan

Compensation: Commensurate with experience

About Us: How have you impacted someone’s life today? At Encore Community Services, our teams are dedicated to supporting the lives of older New Yorkers so that they may live with dignity and decency in a safe and caring environment. For over 40 years, Encore Community Services has provided care to the elderly of the Clinton, Times Square, and Midtown communities. Encore provides a comprehensive array of programs for older New Yorkers including supportive and affordable housing, home delivered and sit down meals, case assistance, education, recreation, and friendly visiting. The organization takes a “no wrong door approach” to ensure Seniors are able to access all of their neighborhood and other entitled resources so they may age in place comfortably for as long as possible. Encore is at an exciting inflection point in its development. The organization is working to build off a rich history to deepen its services and scale the work of giving back to seniors. Encore is keenly aware that the demographics of Older New Yorkers is rapidly evolving. Therefore, Encore must also evolve to ensure the health, mental health, and economic stability of New York’s diverse and vibrant senior community.

About Position: The Executive Assistant (EA) reports to the Chief Operating Officer (COO) and carries out many of her administrative responsibilities with the goal of increasing the COO’s time for strategic planning.  The EA will have a deep understanding of the COO’s priorities and ensure her day-to-day calendar matches those goals. The EA will work closely with the Executive Director’s Assistant to ensure seamless coordination across departments.  The individual will be a mission driven, motivated, talented, and enthusiastic professional with ability to think independently and use sound judgement. This is a unique opportunity for an aspiring nonprofit executive to use their sharp multi-tasking skills to shape long-term goals for a critical mission focused nonprofit in the heart of Manhattan’s Midtown/Theater district. The EA will provide support to the COO through leading special projects and interpretation and preparation of statistical, financial and written reports/correspondence.

Responsibilities:

• Takes time to fully understand the goals of Encore’s executive Team and most importantly the priorities of the COO, and in turn works to streamline the COOs workflow and supports her in all aspects of achieving those goals;
• Maintain the strictest confidence of the COO and protect the COOs interests, in service of Encore’s mission;
• Coordinates special projects that are aligned with the COOs priorities and, researches and creates presentations, composes memos, transcribes notes, and generates reports, multitasks, and prepares and monitors invoices and expense reports;
• Participate in the design and monitoring of assessment tools and outcome measurements;
• Prepares and files routine and advanced correspondence including letters, memoranda, and reports;
• May handle a wide variety of situations, including mediating staff conflicts, and coordinate with the HR Coordinator when necessary;
• Assist with scheduling meetings and maintaining all notes, minutes, physical and electronic files of the Board;
• Reviews and distributes daily mail correspondence to appropriate personnel;
• Coordinate and at times directly manage data entry for various operational departments;
• Orders office supplies and maintains inventory;
• Maintains up-to-date departmental manual and files;
• May assist with compiling and developing the annual budget;
• Responsible for confidential and time sensitive material;
• Relies on experience and judgment to plan and accomplish goals.

Job Qualifications:     

• Commitment to helping Older New Yorkers live independent and dignified lives;
• Bachelor's degree may be substituted for significant and demonstrated work experience in a related job;
• Excellent technology and organizational skills with attention to detail;
• Must possess the ability take initiative and handle stressful situations;
• Strong problem-solving skills;
• Ability to prioritize and work independently on a variety of tasks;
• Demonstrated understanding of nonprofit governance organizational management;
• Malleable mindset and ability to persuade others while also keeping an open mind
• Multi-lingual (especially English and Spanish) strongly preferred;
• Enthusiasm, creativity, initiative, and sense of humor.