Executive Assistant

Neighborhood Housing Services Of Br•New York, NY

4d•$55,000 - $60,000•Onsite

About The Position

The Executive Assistant maintains standard operating office procedures and performs office support services. S/he is usually the first point of contact for clients, and NHS partners, and must maintain a cordial professional attitude in person and on the telephone. The Executive Assistant (EA) provides support to the Executive Director (ED) by implementing and actively performing duties that facilitate their work. These duties would include administrative, scheduling, and heavy verbal and written communication. S/he is knowledgeable about the mission of NHS Brooklyn and its programs and services and is the liaison of the Executive Director (ED) to board members and staff of NHS Brooklyn.

Requirements

Must maintain a cordial professional attitude in person and on the telephone.
Knowledgeable about the mission of NHS Brooklyn and its programs and services.
Must be cognizant of the time frames involved, and of potential conflicting or extended time frames.
Follows-up reports and any information required by the Executive Director, with established dates.
Must be proactive in coordinating the scheduling of appointments and meetings.
Communicates pertinent information as required by the Executive Director, when out of the office or while the Executive Director is attending meeting.
Follows up on all correspondence, inquiries and requests for information between the Executive Director and other NHS departments, with established timeframes.
Is responsible for the dissemination of information internally and is the intermediary when establishing and confirming meetings and functions at which the attendance of the Executive Director is appropriate.
Maintains a professional, cordial and helpful attitude in dealing with visitors.
Greets visitors and determines the reason for the visit promptly.
Directs the visitor to the appropriate office speedily or informs the visitor of any delays in an acceptable time frame.
Maintains a clean and organized reception area.
Answers incoming calls, distributes mail, greets visitors, and ensures mail is sent out.
Incoming phone calls are answered in a professional manner and screened effectively; interruptions are minimized.
Ascertains the name of the caller, the purpose of the call. and the person the call is for.
Directs the call to the appropriate staff person.
Uses discretion and judgment in forwarding calls.
Tries to minimize interruptions to staff persons who are in meetings.
Takes accurate messages if staff persons are not available.
Ensures that staff receive messages.
Must be familiar with NHS basis programs.
Produces working drafts in a timely fashion; types letters, memos, etc. with few mistakes.
Is familiar, comfortable and skilled in word processing; follows up on drafts submitted to the Executive Director.
Performs basic word processing and typing tasks, including office correspondence, minutes and minutes notices, as necessary.
Types correspondence and other material with professional quality.
Must be familiar with and competent in using computer word processing software.
Must be comfortable with computer data entry and data retrieval processes.
Ensures the incoming mail is distributed quickly and appropriately and all outgoing mail and NHS correspondence are efficiently and timely distributed.
Assists in the maintenance and ordering of office supplies.
Is one of the point persons who is responsible for maintaining the office equipment for the offices floor and seeks assistance from the IT company to get the equipment repaired.
Ensures that the office is maintained in a neat and orderly manner, particularly, after Executive Director scheduled meetings.
Assists the ED in the preparation of reports, Board and Committee packages in preparation for mailing and distribution.
Maintains administrative files in a neat orderly and current fashion so those items can be easily located with minimum difficulty.
Has a proven filing system that facilitates the work of the department.
Helps the ED with administrative tasks on a daily basis.
Types correspondence and office memos; maintains the office telephone directory and makes photocopies and follows directions from the Executive Director related to the request.
Where appropriate, maintains accounting records and prepares and submits authorized check requests to the Accounting Department on a timely basis.
Must be knowledgeable and keep informed about the work of the board and the committees that the Executive Director works with.
Should have a working knowledge of the responsibilities of the Board of Directors and committees.
Meetings are announced in a timely fashion; members are contacted by phone in a timely fashion.
Materials are prepared and emailed in a timely fashion.
Minutes are kept up to date.

Nice To Haves

Occasionally, the EA may assist the ED with the coordination of volunteers assigned to work within the administration.
Periodically, the EA may be asked to work on special projects by the Director of Operations (DOO) and the Director of Finance.
Some of these projects may require that the EA work with other staff members to have them done.
Must be able to maintain good work relationships with senior management and be able to work as part of a team.
The EA will assist the DOO, whenever possible, depending on workload and job priorities.

Responsibilities

Maintains and updates the Executive Director’s calendar and sets up appointments.
Coordinates all travel arrangements and itineraries for the Executive Director.
Acts as a liaison between the Board members, NHS Staff and the ED.
Communicates pertinent information as required by the Executive Director, when out of the office or while the Executive Director is attending meeting.
Scans publications for pertinent articles, at the request of the ED, and brings them to the attention of appropriate person(s).
Follows up on all correspondence, inquiries and requests for information between the Executive Director and other NHS departments, with established timeframes.
Responsible for the dissemination of information internally and is the intermediary when establishing and confirming meetings and functions at which the attendance of the Executive Director is appropriate.
Primary staff to answer incoming calls.
Provides coordinate relief for the receptionist during lunch hours and absences.
Maintains a professional, cordial and helpful attitude in dealing with visitors.
Greets visitors and determines the reason for the visit promptly.
Directs the visitor to the appropriate office speedily or informs the visitor of any delays in an acceptable time frame.
Maintains a clean and organized reception area.
Answers incoming calls, distributes mail, greets visitors, and ensures mail is sent out.
Answers, screens and responds to incoming phone calls to the Executive Director’s office.
Uses discretion to forward/direct calls to the appropriate individual if not relevant to the Executive Director.
Drafts, writes, edits and types letters and memos as requested by the Executive Director.
Proofreads responses to routine inquiries before distributing.
Performs basic word processing and typing tasks, including office correspondence, minutes and minutes notices, as necessary.
Sorts and distributes incoming and outgoing mail (both internal and external) for the ED in a timely manner.
Assists with the maintenance of office supplies and equipment.
Assists in the maintenance and ordering of office supplies.
Maintains the office equipment for the offices floor and seeks assistance from the IT company to get the equipment repaired.
Ensures that the office is maintained in a neat and orderly manner, particularly, after Executive Director scheduled meetings.
Assists with the preparation of program reports and maintains administrative files.
Assists the ED in the preparation of reports, Board and Committee packages in preparation for mailing and distribution.
Maintains administrative files in a neat orderly and current fashion so those items can be easily located with minimum difficulty.
Helps the ED with administrative tasks on a daily basis.
Maintains the office telephone directory and makes photocopies and follows directions from the Executive Director related to the request.
Maintains accounting records and prepares and submits authorized check requests to the Accounting Department on a timely basis.
May assist the ED with the coordination of volunteers assigned to work within the administration.
May be asked to work on special projects by the Director of Operations (DOO) and the Director of Finance.
Must be able to maintain good work relationships with senior management and be able to work as part of a team.
Will assist the DOO, whenever possible, depending on workload and job priorities.
Prepares for board meetings; notifies members about where and when meetings will take place; and drafts and sends out agendas and other material in preparation for these meetings.
Ensures that board minutes are kept up to date.