Executive/Personal Assistant to Founder & Executive Director

Position Details

Reporting to the Executive Director, the Executive/Personal Assistant will manage all scheduling, appointments, and administrative needs of the ED to support the ED personally and professionally. Specific tasks include:

General

Perform a broad variety of administrative tasks for the ED including managing an extremely active calendar of appointments, composing and preparing correspondence that is sometimes confidential, managing calendars, itineraries, and agendas, and compiling documents for all meetings.

Provide a bridge for smooth communication between the ED and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management and all staff, partners, and volunteers.

Work closely and effectively with the ED to keep them well informed of upcoming commitments and responsibilities, and follow up appropriately.

Research, prioritize, and follow up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature.

Prioritize conflicting needs by handling a variety of issues expeditiously, proactively, and with a high level of professionalism.

As requested, participate in meetings, take notes, and disseminate as needed.

Office

Manage all aspects of the organization’s office services including mail, receptionist management, phone lines, etc.

Manage & keep orderly the Google Drives for ED and organization.

Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.

Board of Directors

Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events in conjunction with the Director of Development: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

Other

Provide hospitality to all guests and help to create a welcoming environment. Provide event management support as requested.

Other projects/duties as assigned.

Qualifications

Minimum Qualifications

A bachelor’s degree and five years of related experience are required.

Must be proficient in multiple technology platforms including Google, Microsoft, Canva. Must be comfortable in a fast-paced and rapidly evolving organization.

Excellent written communication skills.

Ability to work in an office environment, with occasional needs to be present at meetings and events around the greater New York City area.

Demonstrated ability to achieve high-performance goals and meet deadlines.

Preferred Qualifications

Spanish is a plus.

Interest in and familiarity with the Catholic Church and its teachings, and those of the Jesuits.