Executive Assistant

Westhab Inc.•Yonkers, NY

2d•Hybrid

About The Position

Westhab is seeking a highly capable, resourceful professional to serve as a trusted partner to the President & CEO and senior leadership team. The ideal candidate brings sound judgment, executive presence, and the ability to anticipate needs, manage complexity, and operate with discretion across a wide range of organizational priorities. This individual will serve as a central point of coordination for high-impact initiatives across the organization. This role offers a unique opportunity to contribute meaningfully to our mission while gaining exposure to executive leadership, organizational strategy, and mission delivery.

Requirements

Associates Degree required
3-5 years of administrative experience supporting executive teams.
Strong written and organizational skills that reflect ability to lead projects and perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Strong computer skills with proven ability to learn new programs and skills enthusiastically.
Proficient in Microsoft Office (Word, Excel, and Power Point).

Nice To Haves

Bachelor degree preferred
Adobe Acrobat, Google Docs, Canva, and Social Media web platforms will also be helpful.

Responsibilities

Manages calendar, screens calls, prepares letters, contracts, and other documents, including many items that are confidential in nature.
Manages a variety of special projects for the President including a series of annual staff events, groundbreakings, and ribbon cuttings.
Prepares for and attends quarterly board meetings including advanced distribution of materials, taking minutes, and recording all Board resolutions.
Communicates on behalf of the President and CEO with board members, donors, staff, partners and others, on a broad range of agency initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a confidential nature. Determines appropriate course of action, referral, or response.
Provides project support for Westhab’s Chief Real Estate Officer, General Counsel, and other members of the leadership team that require extreme attention to detail and precision.
Supports all administrative projects, filings, and other matters, as needed, to advance the work of the Leadership Team.
Takes initiative to create efficiencies and improve processes to best support administrative functions.
Manages the donor CRM with extreme attention to detail including receiving and processing all gifts, producing reports and mailing lists, and preparing letters.
Assists with planning and logistics of special events as needed including onsite staffing.
Prepares print collateral for donor and external meetings.
Coordinates with all departments and Development to ensure all in-kind gifts received are tracked in CRM and stewarded well, in addition to coordinating pick-ups and distribution to sites
Coordinates with all departments, HR, and Development to track all volunteers across Westhab in CRM, connect prospective volunteers with the appropriate Director, and ensure completion of paperwork
Assists with communications efforts including basic graphic design, photography, social media, and website updates.