Special Assistant to the CEO

UNIVERSITY SETTLEMENT SOCIETY OF NEW YORK•New York, NY

3d•$60,000 - $65,000•Onsite

About The Position

University Settlement seeks a Special Assistant to the CEO to manage the CEO’s day-to-day affairs and support the broader work of the executive office. Reporting directly to the Chief Executive Officer, the role regularly engages with Board members and their assistants, agency administration, government and private funders, community members, external partners, elected officials, and University Settlement staff. The Special Assistant serves as the CEO’s primary administrative partner and also supports the Chief Program and Equity Officer (CPEO), three Associate Executive Directors (AEDs) for Programs, and other staff. The role coordinates daily operations, conducts research, prepares written materials, organizes projects, and executes special initiatives. University Settlement partners with more than 40,000 New Yorkers in Lower Manhattan and Brooklyn each year. Founded in 1886 as the first Settlement House in the United States, the organization works to address poverty and systemic inequality through social services and programs including early childhood education, youth development, healthy aging, mental health and wellness, English classes for adult immigrants, community centers, and the arts. This is a full-time, onsite position based at 184 Eldridge Street in New York, NY. The schedule is 35 hours per week, Monday through Friday, either 9:00 a.m.–5:00 p.m. or 8:00 a.m.–4:00 p.m. The salary range is $60,000–$65,000.

Requirements

Excellent writing, verbal, and telephone communication skills.
Self-motivated professional with strong project management abilities and proven organizational and multitasking skills.
Ability to manage competing priorities effectively in a fast-paced environment.
Exceptional interpersonal skills and ability to work effectively across diverse audiences and organizational levels.
Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and ability to learn internal systems quickly.
Familiarity with University Settlement's mission, the settlement house model, and New York City's civic landscape.
Demonstrated ability to maintain confidentiality and exercise sound judgment.
History of success in positions requiring creative thinking, critical thinking, and problem-solving.

Nice To Haves

A minimum of two years of administrative experience supporting senior leadership is preferred.
A bachelor's degree is preferred.
A sense of humor, collaborative spirit, and commitment to the organization's social justice mission are highly valued.

Responsibilities

Provide high-level administrative support to the CEO, CPEO, and AEDs.
Manage the calendars of the CEO, CPEO, and AEDs, coordinating appointments, meetings, and travel arrangements.
Sort, screen, prioritize, and distribute correspondence, including phone calls, mail, and other communications.
Support the CEO with communications, scheduling, and other responsibilities related to the Board of Directors.
Maintain discretion and strict confidentiality when handling sensitive information.
Work with executive management on agency operations and special projects, including correspondence, research, presentations, Board meetings, events, and other initiatives.
Partner with the Senior Leadership Team to coordinate agency-wide events, including Manager's Meetings, All Staff Day, All Welcome Day, social gatherings, and other special events.
Conduct research and help prepare reports, presentations, and executive communications.
Provide administrative and project support for organizational priorities and special initiatives.
Serve as a liaison to Facilities, Finance, People, Development, and Information Systems teams.
Manage daily administrative office operations, including mail processing, room reservations for 184 Eldridge, administrative expense invoices and payments, and welcoming and assisting external guests.
Support the efficient day-to-day functioning of the executive office.
Perform other duties as assigned by the CEO and executive management.