Executive Assistant

Job Type

Full Time

Published

05/30/2018

Address

252 West 37th Street
4th Floor
New York City
New York
10018
United States

Description

Job Title: Executive Assistant

Job Type: Full-Time, Salaried

Supervisor: Deputy Executive Director


General Description:

Row New York (www.rownewyork.org) is a unique non-profit organization which transforms the lives of New Yorkers, regardless of ability or background, through the discipline of rowing combined with comprehensive academic support. Our programs serve thousands of students and people with disabilities through our free and low-cost youth programs and adaptive rowing programs. Please note: This position will be located at administrative headquarters in Midtown.


Position Summary:

Row New York seeks an Executive Assistant to fulfill a crucial function on the Row New York Team.  As an Executive Assistant, the candidate will reporting to the Executive Director and will provide executive support, manage calendars, manage the office, and work on a variety of special projects. The Executive Assistant will occasionally support other senior staff as well. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  A high degree of aptitude, detail, self-initiative and regular management of changing priorities is required. Interest in non-profits and sports-based youth development is preferred.


General Responsibilities:

  • Prioritize and manage multiple projects simultaneously and follow through on tasks in a timely manner
  • Follow up on incoming issues and concerns addressed to the Directors, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
  • Work closely and effectively with the Directors to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Support various special projects, such as event support and systematizing internal communication
  • Support the Directors in their fundraising efforts, helping to establish and execute clear pipelines and an outreach plan for individuals throughout the year
  • Update and maintain our Salesforce database of key contacts, run reports from database, and analyze data as directed
  • Represent and attend Row New York at board meetings, open-houses, conferences, and events as requested
  • Manage schedule coordination for senior staff, when needed

Communication:

  • Communicate directly with Board members, senior staff, donors, foundations and others on matters related to the Directors initiatives
  • Provide a bridge for smooth communication between the senior leadership team and internal departments; demonstrating leadership to maintain credibility, trust and support with staff
  • Complete first drafts for written communications to external stakeholders and internal project management communication regarding dates and follow ups for deliverables due
  • Manage communications and scheduling by reading, researching, and routing all forms of correspondence on behalf of the Directors, chasing responses to requests and emails as needed

Administrative:

  • Manage calendar and schedules (internal and external meeting with staff, partners, and funders)
  • Ensure that key dates, events, and deadlines are highlighted to the Directors ahead of time
  • Arrange meetings, set up space for meetings (book rooms, IT, snacks, etc.) and prepare meeting materials, agendas, and meeting minutes
  • Manage expense claims and receipts
  • Compose and prepare correspondence
  • Keep accurate records and files at all times and as appropriate
  • Serve as a backup to answer phones, and receive and distribute voicemail messages

Office Management:

  • Answer phones, receive and distribute voicemail messages and incoming faxes
  • Manage Row New York mail system, distributing incoming mail and packages to appropriate parties and ensuring outgoing mail is sent on a timely basis
  • Ensure a clean and tidy office (everything has its place)  
  • Organize bi-weekly staff lunches and other meetings as requested by senior staff
  • In collaboration with the Development Assistant, sweatshirts, t-shirts, and other merchandise for programs and staff




Qualifications:

  • Bachelor’s degree and 1-3 years of executive assistant experience preferred
  • Invested in youth development organizations
  • Outgoing, emotionally intelligent, and ability to build relationships  
  • Strong communication skills & relevant experience engaging communities
  • Candidates should enjoy working in a dynamic, results-oriented environment in which expectations are high for both the quality and speed of work.
  • Strong organizational skills and detail-oriented
  • Ability to organize, plan, schedule, determine priorities, and meet deadlines
  • Excellent writing and speaking skills
  • Proficiency in Google docs, Google Calendar, and Microsoft Office Suite
  • Ability to communicate effectively with tact and diplomacy, both orally and in writing, including working with all staff levels and diverse populations
  • Ability to exercise discretion in dealing with sensitive material and maintain confidentiality
  • Ability to function effectively under pressure and meet time parameters
  • Ability to prioritize and multi-task in a demanding, strategic, fast-paced environment
  • Proactive problem solver who demonstrates initiative and ability to work individually and on a team
  • Results-driven team player who thrives in an authentic, feedback-driven culture
  • Knowledge and eagerness to learn in the realms of education, poverty, youth services, and people with disabilities
  • Experience working with Salesforce (preferred)
  • Development experience a plus
  • Strong references
  • Commitment to the mission of Row New York and a passion for helping youth succeed


Benefits

Row New York is committed to creating a culture that is supportive of learning, growth, and staff development. Our investment in staff includes a competitive salary commensurate with experience, 401(k) plan, health, dental, life insurance, and generous paid time off and holidays.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

careers@rownewyork.org

Submit cover letter, resume, and references via email with “Executive Assistant Application" in subject line. Only applicants asked to interview will be contacted. No phone calls, please.


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