Executive Assistant to Senior Vice President

SCENIC HUDSON INC•City of Poughkeepsie, NY

19h•$71,000 - $77,000•Hybrid

About The Position

The Executive Assistant provides high-level administrative support to the Senior Vice President and the Development and Communications teams at Scenic Hudson and serves as backup support to the President’s office as needed. This position supports five fundraising staff and six communications staff in fast-paced, deadline-driven environments. The Executive Assistant is expected to be flexible, highly organized, and proactive in helping teams meet deadlines and manage ongoing work. The role oversees day-to-day office operations and clerical needs, with workload varying by season and staff demands. When priorities are unclear, the Executive Assistant should seek guidance from the Senior Vice President regarding the urgency and scope.

Requirements

Excellent office and computer skills
Strong proofreading and copyediting abilities
Exceptional attention to detail
The ability to manage multiple tasks simultaneously
The ability to work effectively under pressure
A collaborative, service-oriented mindset

Responsibilities

Provide clerical and administrative support to the Senior Vice President, including scheduling meetings, managing workflow, preparing meeting materials, making reservations, sending correspondence, taking notes, conducting research, solving problems, and issuing reminders for meetings, events, and deadlines.
Provide clerical and administrative support to the Director of Communications and Assistant Directors of Development. This may include creating and editing documents, printing, photocopying, emailing, phoning, mailings, note-taking, proofreading/copyediting, data entry, processing invoices and expenses, research, and problem-solving.
Provide backup clerical and administrative support to the President when the President’s Executive Assistant is out of the office, including scheduling meetings, making reservations, sending correspondence, and providing reminders.
Maintain a highly detailed calendar of all scheduled donor-related meetings and prompt the Assistant Director of Stewardship weekly regarding required materials.
Schedule, attend, and participate in monthly Development Team meetings, weekly Communications Team meetings, and monthly Strategic Engagement Team meetings; take and distribute meeting notes.
Maintain or coordinate office supplies, equipment, and furnishings for the Development Team, including organizing and tracking inventory for events and donor cultivation.
Support the Senior Vice President and Strategic Engagement Team with community outreach activities, including maintaining the events calendar, taking notes, and distributing action items. (Ability to lift and move up to 30 pounds required.)
Assist with production and packaging of individual, foundation, and government proposals; prepare mailings; assemble donor stewardship gifts.
Distribute and open mail on a rotating basis with other Executive and Administrative Assistants; notify the Development Team of major contributions received.
Staff special events (a shared responsibility among fundraising and outreach staff), which may include evenings and weekends.
Assist with donor tours and outings, including travel schedules, itineraries, and hospitality arrangements.
Pick up or deliver Development-related materials to the President and/or Senior Vice President on days when working remotely.
Submit monthly credit card receipts via Paycom for the Senior Vice President, Director of Communications, and Assistant Director of Development; reconcile discrepancies with Finance as needed.
Place clothing and promotional item orders (e.g., L.L. Bean) for donors and select staff as needed and for all staff on a triannual basis.
Generate tickler system for individual and foundation-related actions for appropriate staff and Board members.
Manage the donor thank-you mailing system to ensure timely and appropriate acknowledgment by the President.
Identify upcoming major donor and Board birthdays; recommend and order gifts or other outreach.
Monitor inquiries sent to [email protected] and direct them to appropriate staff for response.
Maintain department subscriptions and password records for the Development Team.