Title: Executive Assistant / Office Manager
Reports to: CEO and Founder
Department: Executive
Location: Bronx, NY, Brooklyn, NY
Classification: Full - Time
About the Organization:
Children of Promise, NYC’s (CPNYC) reimagines a just society that values the purpose of every child impacted by mass incarceration and removes barriers to create opportunities for children to thrive and achieve their full potential. CPNYC’s mission is to support and advocate for the children of incarcerated parents while speaking out against root causes that affect the communities we serve, including systemic racism, poverty. and bias in our nation’s criminal justice system. CPNYC has successfully developed an innovative model, the only one of its kind in New York City, which co-locates a licensed mental health clinic and children's centers in Bedford Stuyvesant, Brooklyn, and the South Bronx. CPNYC provides an array of youth development programming and services tailored to each child's individual strengths and challenges and fosters a unique uplifting environment to foster hope and resilience.
Position Overview: The Executive Assistant / Office Manager provides a high level of administrative support to CPNYC’s Founder and President. The ideal candidate will be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office. The ability to interact with Board members and staff in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.
Essential Job Functions
50% of work will focus on Executive Assistant tasks below
50% of work will focus on Office Management
- To work closely with the Founder and President to ensure that all projects and contracts are up to date and ensure relevant managers produce monthly management reports for the President outlining progress on all projects
- Provide comprehensive support services to the President and Founder that ensures outstanding communication and responsiveness
- Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day to-day engagements
- Support Founder and President with internal and external communications
- Support the Founder and President in strategic communications, organizational strategy, and all other special projects as assigned
- Organize meetings and events for convenings, retreats, various board meetings, and other logistics
- Serve as a liaison to Board of Directors
- Conduct research and analysis on issues of interest to the Founder and President
- Manage all scheduling and travel logistics for the Founder and President
- Prepare and edit correspondence, presentations, reports, and memos
- Represents the Founder and President by attending meetings in the executive's absence
- Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries
- Maintains client confidence and protects operations by keeping information confidential.
- Completes projects by assigning work to clerical staff, following up on results
- Prepares reports by collecting and analyzing information
Office Management
- Manage the reception area to ensure effective telephone and mail communications are done professionally both internally and externally
- Maintain inventory of office supplies and printed materials, monitor and order supplies in a timely manner; communicate with vendors regarding office equipment acquisition and maintenance
- Help to schedule conference rooms, organize meetings, and identify space for staff and guests
- Open and distribute incoming mail, process outgoing mail
- Communicate with Facilities team on building issues and problems, as necessary, to ensure a safe and effective office management (i.e., mechanical systems, security, etc.)
- In coordination with the IT team, supervise the maintenance of office equipment, including copier, fax machine, etc.
Required Knowledge, Skills, and Experience
- Must have a minimum of 3 years’ experience as an Executive Assistant and Office Management
- Bachelor’s Degree required; Masters preferred
- Excellent calendar management skills, including coordinating Board meetings
- Experience working in a non-profit environment
- Prioritize and manage multiple projects, and follow through until completion
- Strategic thinker with a proven ability to plan and set goals for the organization
- Ability to work efficiently in a heavy multi-task environment
- Professional oral and written communication skills are a must
- Strong proficiency with Microsoft Office, including Word, Excel, and Power Point
COMPENSATION:
Commensurate with the experience and qualifications of the selected candidate. This position range is $65,000 - $75,000 We are committed to a diverse, socially just, and welcoming work environment and people of color, people with varying abilities, and people of all sexual orientations and gender identities are especially encouraged to apply.
Disclaimer: The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
Children of Promise, NYC is an Equal Opportunity/Affirmative Action Employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V
Job Type: Full-time
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person
