Executive and Operations Associate

Waterfront Alliance•New York, NY

1d•$55,000 - $60,000•Hybrid

About The Position

Waterfront Alliance seeks an executive and operations associate to provide administrative, logistical, and operational support to the president and CEO and the senior operations manager. Reporting to the senior operations manager with a dotted line to the CEO, the associate plays a critical role in advancing the organization’s mission through supporting the day-to-day operations and executive priorities. This is a new and dynamic role that will expand the capacity of the organization and provides an opportunity to closely collaborate with the board and senior leadership. This position will have a “bird’s eye view” of the entire operations of the organization, and is a great opportunity for someone interested in growing their career in non-profit management.

Requirements

At least one to two years of relevant experience (may include internships and student jobs)
Excellent verbal, written, and interpersonal skills
Demonstrated use and understanding of technology, including Microsoft Outlook, Excel, Word, PowerPoint; experience with QuickBooks, Salesforce or other CRM a plus
Ability to communicate comfortably and confidently with senior leaders and key stakeholders, both within and outside the organization
Ability to exercise sound judgement and maintain confidentiality
Self-directed and demonstrated ability to work independently
Detail oriented with exceptional organizational and project management skills
Able to effectively prioritize and balance multiple projects and competing priorities
Commitment to Waterfront Alliance’s mission, values, and DEIJ principles

Nice To Haves

Experience supporting a leadership team or individual is preferred
Knowledge of basic bookkeeping a plus

Responsibilities

Lead the coordination and management of the president’s calendar and schedule.
Support the president and director of events in managing the board of directors, including scheduling board and committee meetings, drafting meeting agendas, compiling, and distributing meeting materials, taking meeting minutes, and supporting follow-up tasks. Serve as the primary point of contact for board members.
Provide administrative support to the president, including drafting correspondences, preparing meeting agendas and materials, etc.
Support the president in the management of Salesforce database tasks.
Support the president with organization-wide special projects, including strategic plans, landscape analysis, and exploring new partnership opportunities.
Pitch in on team-wide initiatives such as City of Water Day, the annual gala, and other events.
Other relevant tasks as assigned.
Support the senior operations manager in performing bookkeeping functions, including keeping revenues and expenses up to date, processing bills and payments, and maintaining accounts payables and receivables in QuickBooks.
Work closely with the external accountant and other finance partners on monthly reports.
Assist with annual financial audit, including compiling requested documentation, file management, and corresponding with auditors.
Collaborate with the development team on processing donations, including entry into QuickBooks and regular reconciliation of cash receipts and receivables.
Order office supplies, maintain inventory, and support overall office administrative needs.
Provide logistical support for staffing meetings, including scheduling, technology set up, and ordering refreshments
Respond to general inquiries via phone and email.
Other administrative tasks as assigned.