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Senior Executive Assistant, President’s Office

New York, NY

Relocation expenses: Not paid

Manager
Full time
Bachelor's Degree

Published on 31 Oct 2022

Expires on 31 Oct 2022

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Senior Executive Assistant, President’s Office

Position: Senior Executive Assistant, President’s Office

Reports to: President & Chief Executive Officer

Organization Summary: United Way of New York City (UWNYC) is a nonprofit mobilizing people and organizations to eradicate barriers and create opportunities that improve the lives of low-income New Yorkers.   Part of the United Way Worldwide system, one of the world's most recognized charitable brands, we envision caring communities in which all individuals and families have access to quality education and the opportunity to lead healthy and financially secure lives.  We strive to model our values in all our relationships, both internal and external: Collaboration, Compassion, Integrity, Accountability, and Superior Performance.

Position Description: Reporting directly to the President & CEO, the Senior Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President’s Office. The Senior Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Senior Executive Assistant must be creative and enjoy working within a complex, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Primary Job Responsibilities

Executive Support:

  • Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for meetings
  • Plans, coordinates, and ensures the President & CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, ensuring appropriate access to the President & CEO's time and office
  • Communicates directly, and on behalf of the President & CEO, with Board members, donors, Foundation staff, and others, on matters as directed and/or necessary
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Provides a bridge for smooth communication between the President's Office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Works closely and effectively with the President & CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a confidant, having a sense for the issues taking place in the environment and keeping the President & CEO updated
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President & CEO, some of which may have organizational impact
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President & CEO's ability to effectively lead the organization
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison:

  • Serves as the President & CEO's administrative liaison to UWNYC’s Board of Directors
  • Assists Board members with meeting scheduling with the President & CEO, and other supports as needed
  • Maintains discretion and confidentiality in relationships with all Board members

Executive Leadership Team Liaison:

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings as requested by the President & CEO
  • Assists in coordinating the logistics and agenda of senior management team meetings and off-sites, and all- staff meetings

Communications, Partnerships, and Outreach:

  • Ensures that the President & CEO’s bio is kept updated and responds to requests for materials regarding the President & CEO, and the organization in general
  • As requested, edits and completes first drafts for written communications to external stake holders

Strategic Initiatives:

  • Works with the Strategic Initiatives team in coordinating the President & CEO’s outreach activities
  • Follows up on contacts made by the President & CEO and supports the cultivation of ongoing relationships

Skills, Knowledge and Experience:

 

  • Bachelor's degree required
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
    Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Track record of demonstrating professional judgment and discretion in being of service to multiple teams and senior managers in a diverse and multi-faceted organization
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • A commitment to UWNYC’s mission and values

 

Key Competencies:

  • Collaboration
  • Accountability
  • Integrity
  • Effective & Engaging Communicator
  • Planning & Execution

 

 

Additional Requirement:

  • Fully vaccinated for Covid-19
  • Background check

 

How to apply:

Please send cover letter with salary requirements and resume to resume@uwnyc.org with the title “Senior Executive Assistant" in the subject line. No phone calls or faxes accepted.

 

United Way of New York City is an Equal Employment Opportunity Employer