Executive Assistant

Legal Aid Society of Northeastern NY•Albany, NY

19d•Hybrid

About The Position

The Legal Aid Society of Northeastern New York, a nonprofit civil legal services program, is seeking an Executive Assistant. Legal Aid's mission is to fight for fairness, dignity, and justice for those living in poverty and for a society that is inclusive and equitable for all. We transform lives, build communities, and empower people by using the law to address individual and systemic wrongs and inequities. This position will be based out of our Albany office. We are a unionized program with excellent benefits, offering generous time off, excellent health insurance coverage with premiums primarily paid by LASNNY, health and long-term disability insurance, retirement contributions, tuition reimbursement, qualifying moving expenses, and flexible hybrid-remote and alternative work schedules. We are currently looking for an executive assistant to be a supportive force to our Executive Director and a key point of coordination for our Board of Directors. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details. This person should have experience working in an office environment providing executive administrative support to management level or above positions and boards. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Requirements

Bachelor's degree plus 3 years of administrative or executive assistant experience, or 6 years of administrative/executive assistant experience in lieu of a degree
Excellent written and verbal communication skills, with sound judgment in interactions with internal staff, Board members, funders, and other external stakeholders.
Strong organizational and time-management skills, with the ability to manage multiple concurrent projects and competing deadlines.
Strong skills/experience with Microsoft Office including Teams, and SharePoint, and a curiosity and aptitude for learning new software and systems.
Ability to exercise discretion and maintain strict confidentiality regarding sensitive organizational, personnel, and governance matters.
Must be available to travel across our 16-county service area for meetings.
Employees are required to have their own transportation.
Be able to work overtime when requested/needed.

Nice To Haves

Experience in a nonprofit or governance-related setting preferred.
Experience supporting a Board of Directors or senior leadership, including meeting coordination, materials preparation, and recordkeeping, preferred.
Prior experience working with low-income people or low-income communities, preferred.
Be a notary public and perform such duties as needed, strongly preferred

Responsibilities

Manage complex calendaring and scheduling for the Executive Director, including agendas, mail, email, phone calls, and other program logistics.
Set up and maintain, for the ED, their appointments, deadlines, and other due dates.
Coordinate the flow of information to and from the Executive Director to internal staff, external agencies, funders, Board members, media, consultants, etc.
Maintain relations with a wide range of diverse people and groups including members or representatives of the Board, funding sources, other Legal Services Programs, human services agencies, staff, public officials and the media, among others.
In the absence of the Executive Director or to save them time, use independent judgement consistent with established guidelines and the need for retaining effective diplomatic relations.
Maintain professionalism and strict confidentiality with all materials.
Under the broad discretion of the ED, exercise discretion and judgement in conducting or coordinating ongoing or special non-recurring projects relevant to the program's management that would otherwise be done by the ED.
Compose original non-legal work product pursuant to instructions and, where requested, subject to review.
Schedule and organize Board and executive management meetings and/or trainings (locations, reservations, travel, food), including preparing meeting agendas, materials, reminders and minutes.
Assist in the basic administration of the program by helping to gather grant application materials, managing filing systems, and maintaining records for the office of the ED.
Serve as a key point of coordination for the Board of Directors, including scheduling board and committee meetings and maintaining the board calendar.
Prepare and distribute board meeting agendas, packets, and materials in advance of meetings, and assist with maintaining accurate board minutes, records and files.
Serve as a liaison between the Executive Director and Board members, and support board onboarding and recordkeeping of governance policies.