department:
Administration
position title:
Executive Assistant
Supervisor:
Executive Director
Overview:
The Door's mission is to empower young people to reach their potential by providing comprehensive youth development services in a diverse and caring environment. The Executive Assistant is a member of The Door’s executive administration team and works closely with both the Executive Director and Chief of Staff. In this capacity, he/she will be responsible for handling a wide range of administrative and executive support-related tasks in an agency with diverse people and programs.
Responsibilities:
- Assist the executive team in planning, prioritizing and executing day-to-day and long-term activities and tasks, including meeting preparation and special project support
- Coordinate and manage special projects related to executive team operations as assigned
- Provide daily administrative support for the executive team
- Manage and maintain executive director’s calendar and schedule meetings
- Draft, edit, and prepare memos, position papers, policy statements, emails and other written correspondence, as necessary
- Maintain electronic and hard-copy files of executive team documents
- Handle phone, postal mail, and email inquiries and respond appropriately
- Coordinate communications between the executive team and the senior management of the organizations
- Facilitate document flow into the executive office and triage competing priorities
- Participate in the planning and coordinating of staff training and other special events
- Represent the executive office to external constituencies as necessary and required
- Manage ordering and purchasing activities for executive team, including but not limited to, office supplies, catering, conference-related expenses, and executive credit card purchases
- Arrange travel and make necessary reservations for executive team
- Support the development of agency-wide systems that will increase the efficiency and effectiveness of the agency and manage the implementation of those systems
- Support the executive team on cross-departmental projects as needed
- Attend all relevant meetings, trainings, workshops, and outside events
- Maintain sensitive and confidential information and uphold confidential policies
- Handle any appropriate responsibilities and functions as assigned by administrative team members
- Demonstrate an understanding of and practice the principles of positive youth development
Qualifications:
- Bachelor’s Degree or HS diploma and a minimum of 4 years of high level office administration experience
- Ability to interact and build strong relationships with staff at all levels in a fast paced environment, remaining flexible, proactive, resourceful, and efficient
- Able to maintain a high level of professionalism, discretion and confidentiality
- Exceptional verbal and written communication skills
- Strong decision making ability and attention to detail
- Ability to work independently
- Ability to demonstrate exceptional organization skills
- Proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook
Salary:
Commensurate with experience
Hours:
35 hours per week
Contact:
Send or email cover letter and resume to:
The Door
Dianne Morales, Executive Director
121 Avenue of the Americas
New York, NY 10013
adminjobs@door.org
No phone calls please.
The Door is an Equal Opportunity Employer/ Program.
Auxiliary aids and services are available upon request to individuals with disabilities.
