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Executive Assistant

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Published 10 days ago

Our Mission: To build and support mentoring relationships to ignite the biggest possible futures for youth. 

As the nation's first and NYC's largest youth mentoring agency, Big Brothers Big Sisters of New York City is recognized for our high standards and effective delivery of life changing programs. With the vision that all youth achieve their full potential, we have provided safe and impactful mentoring experiences to NYC youth since 1904. 

JOB RESPONSIBILITIES: 

  • Manage CEO calendar, scheduling, and travel: coordinate appointments with key stakeholders, set-up and track meetings, and provide relevant prep materials and appropriate follow-up daily 
  • Provide support to the Board Liaison in managing activities and operations of the Board of Trustees (communications, meeting prep, scheduling, agendas and materials, logistics,) 
  • Provide executive-level support for a range official and national initiatives in which the CEO plays a lead role; tasks include meeting scheduling and support, development of presentations and communications, and creation of agendas, briefings, and reports
  • Participate in relationship building communications on behalf of the CEO and the agency key stakeholders such as Trustees, donors, and elected officials 
  • At the request of the CEO, provide staff support to other Board committees and various advisory boards 
  • Provide a range of support activities including correspondence, word processing, data entry, desktop publishing, expense tracking, copying, filing, policy manual updates, and mailing
  • Initiate stakeholder communications and respond to volunteer, donor, board, and community requests; compose and/or edit correspondence; format documents
  • Provide assistance with Internet-based research 
  • At the discretion of CEO, provide a range of assistance, including calendar and scheduling support, to other leadership team members 
  • Expedite and manage requests made by or of the CEO through various stakeholders including leadership team members, Trustees, donors, etc. 
  • Information management: data entry and customized querying/reporting as needed 
  • Conduct research to assist executives with inquiries or issues 
  • Demonstrates full competence in own area of work, including excellent organizational skills
  • Often works independently and without significant guidance 
  • Provide back-up for office support as needed (reception, mail processing, and office organization) 
  • Assist with planning and coordinating All-Staff meetings and other meetings as requested
  • Order and manage supply inventory including interacting with vendors on behalf of the CEO
  • Other tasks as assigned 

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • Minimum Experience: 5-8 years related experience.
  • Education/Licensure: Bachelors or AA degree preferred. 
  • Other experience: 
  • Proven work experience as a personal assistant doing executive level organizational and task management.
  • MS Office Suite proficiency and willingness to learn new software applications. 
  • Outstanding organizational and time management skills. 
  • Presentation Skills. 
  • Proven experience in self-management and direction.
  • Ability to multitask and prioritize daily workload. 
  • Excellent verbal and written communications skills. 
  • Demonstrate a significant ability for discretion and confidentiality in the handling of sensitive issues, plus have strong organizational and problem solving skills.
  • Task-oriented with an excellent sense of priority, logic, objectivity, and confidentiality 


Our Mission: To build and support mentoring relationships to ignite the biggest possible futures for youth. 

As the nation's first and NYC's largest youth mentoring agency, Big Brothers Big Sisters of New York City is recognized for our high…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Location

On-site
40 Rector St, New York, NY 10006, USA

How to Apply

Big Brothers Big Sisters of New York City does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.


If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at 212-686-2042 (phone, TTY, fax, email, etc.), or hrinfo@bigsnyc.org


Applicants with disabilities may contact our team via telephone, fax, email, and other means to request and arrange for accommodations. If you need assistance to accommodate a disability, you may request accommodation at any time. Please contact Human Resources at 212-686-2042 (phone, TTY, fax, email, etc.), or hrinfo@bigsnyc.org



Big Brothers Big Sisters of New York City does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin…

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