Executive Assistant to the President

Summary

The New York Genealogical and Biographical Society (NYG&B) is seeking a dynamic, organized and forward-thinking Executive Assistant to manage the activities of the President. In collaboration with the President and other members of the NYG&B team, the Executive Assistant will serve as the primary point of contact for internal and external constituents, working to organize meetings, outreach activities, and oversee special projects as needed.

The ideal candidate for this part-time position will be results-driven and mission-focused, having the ability to exercise good judgment in a variety of situations. Strong written and verbal communication skills are essential, alongside administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. Experience working with non-profit organizations and interfacing with donors, Board members, and others is essential.

To apply (or learn more) send a cover letter and current resume.

Duties and Responsibilities

· Completes a broad variety of administrative tasks for the President including (but not limited to): managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, and agendas, and compiling documents for a variety of meetings.

· Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.

· Plans, coordinates and ensures the President’s schedule is followed and respected.

· Build relationships crucial to the success of the organization, and manages a variety of special projects for the President.

· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting and reviewing management reports, financial reports, personal correspondence, and other tasks that facilitate the President’s ability to effectively lead the company.

· Prioritizes conflicting needs; handles matters expeditiously, proactively.

· Works with the Office Manager as needed to provide support for the NYG&B office.

Qualifications

· Minimum of five years of experience assisting at the senior leadership level in a fast-paced environment; non-profit experience is preferred.

· High level of integrity and discretion in handling confidential information

· Extremely organized, analytical, flexible, and able to exercise good judgment.

· Experience in event planning is preferred.

· Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Microsoft Sharepoint, Adobe Acrobat Pro. Experience using Slack, Trello, and similar tools is preferred.

· Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

· Expert written and verbal communication skills.

· Meticulous writing and editing skills.

· Proactive approaches to problem solving with strong decision-making capability.

· A team player with the ability to be extremely effective independently.

· Ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

· Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Other details: This is a non-exempt, hourly, part-time position (two-days per week). Salary DOE.

Job Type: Part-time

Salary: $28.00 to $35.00 /hour

Experience:

• Administrative: 3 years (Preferred)
• Executive Assistant: 3 years (Preferred)
• Executive Support: 3 years (Preferred)

Work Location:

• One location

Benefits:

• Paid time off
• Parental leave

Hours per week:

• 10-19

This Company Describes Its Culture as:

• Detail-oriented — quality and precision-focused
• Outcome-oriented — results-focused with strong performance culture
• Stable — traditional, stable, strong processes

This Job Is:

• A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more
• A good job for someone just entering the workforce or returning to the workforce with limited experience and education
• A job for which all ages, including older job seekers, are encouraged to apply