Executive Assistant

Position Overview

The Executive Administrative Assistant will provide general administrative support for New York City Urban Debate League’s Chief Executive Officer, and make sure the CEO is connected with the senior leadership team and has materials needed for any meetings with staff, Board members and outside contacts. The Executive Administrative Assistant must ensure that the CEO has smooth day-to-day operations and advance preparation for the CEO schedule each week.

Key Responsibilities

• Perform general administrative duties such as calendar management, travel arrangements (including flight, hotel and ground transportation), preparing and printing meeting materials, and other office-related tasks.
• Coordinate the support required for staff, Board and school constituent meetings: schedule/maintain meeting planners, reserve conference rooms & audio-visual support, order catering, register and greet visitors when CEO is in person. Ability to manage all video conferencing support at NYCUDL on site and online for the CEO’s meetings.
• Process all expense reports and reimbursements and manage turning in receipts to Finance.
• Support special projects as assigned, such as research to inform strategic decisions, editing presentations, and other ad hoc analytical or administrative work.
• Conserve the Executive’s time by reading, researching, collecting and analyzing information as needed, in advance.
• Track action items and commitments arising from meetings and proactively follow up to ensure timely completion.
• Prepared to work on a Saturday with notice if there is preparation work needed with the CEO.
• Prepared to take on new assignments or tasks as required
• Work hours are 40 to 50 hours a week.

Competencies

• Professionally able to engage with senior level people and connect them with the CEO and keep the CEO on top of any scheduling with senior level people.
• Strong communication skills: proactive, positive, and receptive to feedback; seek to understand the full picture and end goal behind each task.
• Strong time management skills; ability to prioritize multiple tasks efficiently.
• Proactivity regarding following up on details, anticipating issues, and closing loops on all requests.
• Flexible approach; ability to modify methods to achieve optimal results.
• Partner effectively with managers and peers to foster internal and external relationships while continuously improving team processes.

Qualifications for Success

• College degree required
• Minimum of 5 years of administrative assistant experience preferred
• Detail-oriented, proactive, and resourceful
• Excellent organizational and communication skills
• Proven ability to manage multiple priorities in a fast-paced environment while maintaining a strong commitment to teamwork and client service
• Represent the company and the CEO in a positive light through great follow-through skills and sound judgment
• Advanced knowledge of Microsoft Office/Google Workspace, Airtable, and Zoom.

Work Week

Employees are expected to work in-person, 5 days a week (a majority of Mondays & Fridays are remote in practice). This role involves Saturday tournament oversight (approximately 2 per month during the school year) and evening events. Comp time is offered for weekend tournaments.

Compensation

• Salary range: $70,000.00- $85,000.00 commensurate with experience
• Health & Wellness: Comprehensive medical, dental, and vision coverage with no employee contribution for individual plans
• Commuter Bonus: Monthly subway pass (OMNY/MetroCard) provided
• Time Off: 21 days of total annual leave (10 vacation, 5 sick, 5 personal, and your birthday), plus additional wellness benefits

• Health & Wellness: Comprehensive medical, dental, and vision coverage with no employee contribution for individual plans
• Commuter Bonus: Monthly subway pass (OMNY/MetroCard) provided
• Time Off: 21 days of total annual leave (10 vacation, 5 sick, 5 personal, and your birthday), plus additional wellness benefits

Strong English language skills, in writing and oral communication.