The Executive Assistant (EA) will provide high-level administrative support to the Executive Director. This team-oriented professional has the administrative skills and background to help carry forward the organization’s mission. The Executive Assistant will provide critical assistance and support to the Executive Director and others as assigned. Internally- scheduling, communications, reports, event management, and working with the Director of Operations on operational matters. The EA will work independently on projects, from conception to completion, and must manage competing priorities and deadlines to handle a wide variety of tasks and confidential matters with discretion.
Positon Title: Executive Assistant Job Position: Operations Associate Reports to: Executive Director Direct Reports: N/A Indirect Reports: N/A FLSA Status: Non-Exempt Pay Rate: Hourly / $32.14 – $35.71 Annual Salary: $58,500 – $65,000 Position Type: Full-time Hours Per Week: 35 hours a week, with potential for evening and weekend events Benefits Eligible: Yes Remote: No Hybrid: No
Responsibilities
Schedule internal and external meetings
Manage the scheduling of organizational tours
Maintain a tour tracker with the contact information of all tour attendees
Manage travel arrangements for the Executive Director and members of leadership
Prepare meeting minutes and agenda for staff, board, and senior staff meetings
Draft internal and external correspondence including letters, emails, and memos
Assist the Executive Director with time management by handling all appointments and calendars, responding to phone and email messages, and managing calendars that do not require the Executive Director’s direct involvement
Assist in preparation of materials and logistics for presentations, meetings, and events
Work with Executive Director to support fundraising and donor activities including scheduling donor meetings, speaking engagements, and other projects as needed
Proactively seek to assist the Executive Director with projects and offer advice to improve the content of all executive projects and communication
Conduct research to keep the Executive Director up-to-date on issues that are relevant to the mission
Perform other related tasks and responsibilities as assigned
Knowledge and Skill Requirements
The ideal candidate for this position should be a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment. In addition to the following:
Represent the Executive Director, and the organization, in a professional manner
Proficient in SharePoint and MS Office Suite, with an intermediate knowledge of Excel
Able to type minimum of 50 words per minute.
Available to work occasional nights and weekends as required to support special events
Maintain the highest level of confidentiality and inspire trust
Demonstrated ability to work in a multi-faceted environment that requires confidentiality, discretion, diplomacy, and tact is required
Operate with the utmost degree of integrity and commitment to quality
Ability to work independently with minimum supervision
Excellent time management skills; ability to maintain a realistic balance among competing priorities
Exhibit strong organizational skills as well as effective communication skills
Capacity to engage, negotiate, and work with a variety of internal and external personalities; possess excellent relationship building skills
Exhibit the principles of continuous learning, and a dedication to excellence
Show commitment to the mission and desired outcomes of the organization
Commit to serve the community and ensure a space for all participant in our programs
Equal Opportunity Employer
OnPoint NYC is an Equal Opportunity Employer and does not discriminate relative to race, ethnicity, religion, national origin, sex, gender, sexual orientation, age, disability, medical status, or history of incarceration. Individuals who have personal experience with drug use, women, people of color, members of the LGBTQI+ community, disabled individuals, and the formerly incarcerated are strongly encouraged to apply.
HOW TO APPLY
Please submit a cover letter outlining your experience and/or interest in harm reduction, Spanish/English proficiency, and interest in the position in addition to your curriculum vitae/resume. Applicants without a cover letter will not be considered for the position.
Please save your files with your last and first name followed by document title (e.g. Smith J Resume, Smith J Cover Letter)