Executive Assistant

FPHNY Recruitment Team • New York, NY

2d • Hybrid

About The Position

The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization dedicated to advancing the health and well-being of all New Yorkers. FPHNYC partners with the New York City Department of Health and Mental Hygiene (DOHMH) to incubate and implement innovative public health initiatives. The Office of the Commissioner oversees the Health Department's strategic public health planning, initiatives, policies, and program development to promote health, prevent disease, and increase primary healthcare access in underserved communities. The Executive Assistant role is crucial for the administrative functions within the Commissioner's Office, providing support to the Chief of Staff, Deputy Chief of Staff, and serving as backup to the Commissioner's Executive Assistant.

Requirements

• College degree and four years of clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work.
• Strong knowledge of Microsoft Outlook and Office Suite
• Excellent analytical skills with attention to detail
• Strong written and verbal communication abilities
• Strong organizational skills with good follow-through to complete assignments within specified timeframes.

Nice To Haves

• Strong planning and project management skills.
• Excellent interpersonal, communications (both oral and written), presentation, editing and research skills.
• Exceptional prioritization and time management skills with demonstrated ability to manage a diverse and demanding workload in a fast-paced environment.
• Ability to build and maintain effective working relationships across programs and with outside agencies.
• Solution oriented, with robust problem-solving skills.
• Commitment to anti-racism, social justice, and equity
• Embraces ambiguity and has a willingness to “roll up their sleeves”.
• High degree of self-awareness, humility, and diplomacy.
• A self-starter, comfortable working independently as well as in teams.
• Experience working with executives and C-suite leaders.

Responsibilities

• Maintains various office calendars, schedules office meetings, maintains office files and archives including electronic files, updates internal databases, spreadsheets, and memoranda.
• Manages inventory of supplies and equipment including preparation of Purchase Orders and renewal of documents in support of the Operations Manager.
• Maintains the Commissioner’s Office and the agency’s organization charts, and logs agency documents that require Commissioner Office approval such as the Letters of Support and Travel Requests.
• Supports the Operations Manager in making travel arrangements by compiling required documents in respective shared drive folders and submitting documentation to the travel desk, providing approvals, tracking items on the travel dashboard, and providing follow-up.
• Reviews all department incoming mail and legal correspondence, to determine their significance and facilitate their distribution to relevant staff.
• Acts as back up to the Operations Manager, managing department requisitions, food orders, office supply requests, facilities maintenance requests, and service request tickets.
• In coordination with the Chief of Staff and Deputy Chief of Staff, approves agency travel requests, City Hall travel requests, letters of support and conflict of interest forms.
• Serves as point of contact with all Divisions regarding administrative matters, including adding the Commissioner’s signature to documents and memos in a timely fashion, requests for the Commissioner to join internal Divisional meetings, and tracking of senior staff vacations.
• Adds the Commissioner’s signature to documents, saving them in the shared drive, and emailing finalized document to the relevant staff member.
• Provides support to Executive Assistants by managing other calendars as needed, including coordinating with individuals that the Commissioner wants to meet with, scheduling meetings, and managing complex and last-minute calendar changes.
• Reporting out and escalating complex scheduling issues to the Chief of Staff and/or the Deputy Chief of Staff and their special assistant.
• Provides excellent customer service to internal and external stakeholders as the face of the Commissioner’s Office.
• Performs other related assignments and special projects as needed.

Benefits

• Public Service Loan Forgiveness (PSLF) eligible employer
• Generous Paid Time Off (PTO) policy
• Medical, dental, and life insurance with low or no employee contribution
• A retirement savings plan with generous employer contribution
• Flexible spending medical and commuter benefits plan
• Meaningful work at an organization striving to advance health equity and social justice.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree