FAA Executive Assistant

Description

GrowNYC is a 54-year-old environmental nonprofit organization helping more than 3 million New Yorkers by providing essential services and taking action to make NYC a livable city, one where every person can enjoy a healthier, more sustainable life. GrowNYC Programs include:

• Our network of Greenmarkets, Farmstands, and the work of GrowNYC Wholesale ensure that all New Yorkers have access to the freshest, healthiest local food.
• We build and support community and school gardens through volunteer days, technical assistance, training, grants and more.
• We provide 70,000 children each year with programs that provide meaningful interactions with the natural environment.

FAA EXECUTIVE ASSISTANT (Full-time)

Position Summary

Reporting to the Director of Food Access & Agriculture (FAA), the FAA Executive Assistant will oversee the day-to-day administrative affairs of the FAA Director and provide general program support to the FAA department. The FAA Executive Assistant will ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the FAA Department.

Requirements

FAA Executive Assistant Responsibilities (include but are not limited to):

Administrative

• Effectively manage the day-to-day administrative affairs of the FAA Director.
• Proactively keep the FAA director well-informed of upcoming commitments and responsibilities.
• Oversee calendar management and scheduling on behalf of the FAA Director.
• Oversee internal and external meeting management including preparing agendas, taking notes, and distributing action items.
• Coordinate payment of invoices, receipts, and reimbursements for approval and payment.
• Plan and book occasional FAA Director travel.
• Attend meetings and trainings, as needed.
• Assist with emergent administrative projects, as needed.
• Perform other administrative duties as assigned.

Communications

• Field and route telephone calls and email inquiries from the general public, customers, producers, partners, and external stakeholders.
• Manage incoming and outgoing mail and packages.
• Draft email and written correspondence on behalf of the FAA Director.

Program Support

• Manage departmental trackers including the complaint tracker, violation tracker, and external communications tracker.
• Oversee and coordinate the production of the Greenmarket Producer and GrowNYC Farmer Assistance e-newsletters.
• Coordinate and manage special projects as needed and assigned.
• Support the FAA leadership team with coordinating meetings and special events including the Greenmarket Annual Meeting.
• Collaborate with the FAA leadership team to support department-wide priorities.
• Serve as the administrative point person for the Farmer and Community Advisory Committee (FCAC).

Qualifications

• Minimum of two (2) years of administrative support experience, ideally in the nonprofit sector.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and timely follow-up.
• Experience managing a high volume of work with efficiency, accuracy, and self-direction.
• Demonstrated ability to work with confidential information with a high level of discretion and sensitivity.
• Outstanding time management skills and a proactive results-driven orientation.
• Strategic and anticipatory problem-solving skills, with the ability to be resourceful and nimble.
• Proficiency in Microsoft Office Suite and Google Suite, and experience with Zoom and Google Meet.
• Strong interpersonal skills and proven ability to work with people from diverse backgrounds and knowledge levels.
• Flexible approach to work, with the ability to focus on meeting emergent needs, and juggle multiple projects in a fast-paced team environment.
• Passion for food access and commitment to a racially and socially just food system.
• Bilingual in English/Spanish (preferred)
• Strong knowledge of, and interest in, issues relating to local food, sustainable agriculture, and food access (preferred)

Physical Requirements

Ability to be seated for long periods of time.

Schedule

The position will be expected to work primarily Monday-Friday, 9am-5pm 35-40 hours per week, on-site at GrowNYC’s office in downtown Manhattan (three days). In-office presence is required every Monday, Wednesday, and Friday. Very occasional flexible hours (including early mornings, evenings, and weekends) are required.

Compensation

This non-exempt position pays $53,000 - $55,000 annually, and includes benefits full benefits (medical, dental, vision, life insurance, long-term disability, incentive savings plan, paid time off, Public Service Loan Forgiveness, and potential for parental leave for full-time regular employees who have been employed with GrowNYC for 175 days and FSA programs). This position is non-union eligible/not a part of the bargaining unit.

Location

This is a hybrid role with a minimum of three (3) days per week in our Manhattan office. In-office presence is mandatory on Wednesdays.