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Executive Assistant
EAC Network, a not-for-profit social service agency that empowers, assists, and cares for over 65,000 people in need through 100 programs across Long Island and NYC, seeks an Executive Assistant to work full time for its Administration Department.
The Executive Assistant position is an exempt position paying $60,000-70,000 annually. The hours of operation are Monday-Friday 9:00AM-5:00PM. The office is located in Garden City, NY. The role reports to President & Chief Executive Officer.
Comprehensive benefits package includes:
Medical
Dental
401K
Vision
Very generous Paid Time Off (PTO) & More.
Primary Purpose of Job:
The Executive Assistant is responsible for providing a range of administrative support to the executive staff, largely focusing on the President & CEO and the Chief External Affairs Officer.
Key objectives:
Executive Assistant provides efficient and effective administrative support to the CEO and executive team so that the team can focus on strategic priorities.
Principal Duties & Responsibilities:
1. Provide administrative support to the President & CEO and the Chief External Affairs Officer such as managing communications (telephone, mail, email), completing payment requests, ordering supplies, completing credit card reconciliations, arranging conference/Teams calls, managing calendars, photocopying, filing, record keeping, and organizing materials.
2. Provide administrative support to the Senior Executive staff (COO, CHRO, CFO) such as arranging meetings and conference/Teams calls.
3. Assist with the coordination of meetings and events (e.g., receptions, galas, board meetings).
4. Organize logistics of executive team weekly and monthly meetings; prepare and distribute meeting notifications, correspondence, and agenda materials. Track follow up items.
5. Organize logistics of Board meetings; prepare and distribute meeting notifications, correspondence, and agenda materials. Provide any necessary hospitality, food, and beverage at meetings.
6. May be responsible for conducting research on behalf of the CEO and executive team,
7. Attend board and committee meetings, track attendance, and record minutes.
8. Establish working relationship with the Board Chair and committee Chairs in verbal, written, and electronic correspondence.
9. Maintain development database used for recording donations, tracking giving history, pulling reports, and pulling mail lists.
10. Process donations, maintain pledge report, prepare pledge and thank you letters, and assist with other donor, board, and event-related correspondence.
11. Submit and track payment requests and department/event expenses against department/event budgets.
12. Responsible for in-house printing requests for all programs. Track internal usage of EAC Network collateral materials and printing costs for reconciliation of departments revenue center.
13. Update and distribute Board materials (Board book) as needed.
14. Assist with marketing/PR tasks including podcast and website coordination.
15. Make travel arrangements and approved purchases for leadership team.
Knowledge, Skills, & Abilities Required:
- At least two years of previous work experience serving as an executive assistant to a senior executive at a non-profit organization required.
- Experience working with non-profit boards, fundraising, and event planning is preferred.
- Excellent written communications skills. Ability to communicate with a high degree of diplomacy and tact.
- Experience with Adobe Creative Suite, DonorPerfect, and Constant Contact preferred.
- Ability to anticipate others needs; ability to identify potential issues and develop solutions.
- Must be proficient in computer applications or other automated systems such as spreadsheets, Microsoft Office applications, calendar, and email and/or database software necessary to perform work assignments.
- Ability to maintain confidentiality and discretion when dealing with sensitive information.
- Excellent interpersonal and organizational skills.
EAC Network
