Executive Assistant to CEO/CAO

$39,520 - $62,400/Yr

Beacon Hill Staffing Group - New York, NY

Full-time - Entry Level

New York, NY

Administrative and Support Services

About the position

Our client, a private not-for-profit organization, is seeking a Temporary Executive Assistant to support the CEO and CAO. This position is located in the heart of Harlem, on 125th Street, and requires the candidate to work on-site five days a week. The working hours are from 9 AM to 5:30 PM. The role is set to commence in the middle of September and will last for at least one month, with the potential for extension through the end of the year. This is an excellent opportunity to join a close-knit office and showcase your strong Executive Assistant skill set. The Executive Assistant will act as the primary point of contact among executives, employees, clients, and other external partners. Responsibilities include arranging travel plans and itineraries for the executive, managing the executive's calendar, scheduling meetings (including video and audio conferences), and screening incoming calls and correspondence. The role also involves preparing materials for presentations, creating executive timesheets, preparing expense reports, and coordinating financial inquiries and billing for the executive. Additionally, the Executive Assistant will work on special projects as needed, liaise with Board Members, and support other senior staff members in the organization. The position may require serving as a backup for the receptionist and working outside normal office hours when necessary.

Responsibilities

• Act as the point of contact among executives, employees, clients, and other external partners.
• Arrange travel plans and itineraries for the executive.
• Manage the executive's calendar and schedule all meetings, including video and/or audio conferences.
• Answer, screen, and direct incoming calls, visitors, and correspondence for the executive.
• Prepare and compile materials for presentations for internal and external executives and outside entities.
• Create executive timesheets and prepare expense reports through internal time and expense systems.
• Coordinate and update executive financial inquiries and manage all executive billing.
• Work on special projects as needed.
• Liaise and coordinate with Board Members and various departments for scheduling.
• Support other senior staff members in the organization as needed.
• Serve as backup for the receptionist when needed.
• Work outside normal office hours as required.

Requirements

• Bachelor's degree preferred.
• 10 or more years of experience supporting executives in a nonprofit organization.
• Experience in handling sensitive and confidential business matters and information with discretion.
• Proficient in Microsoft Office 365 (Outlook, Word, Excel & PowerPoint).
• Strong attention to detail with the ability to handle multiple assignments simultaneously and meet deadlines.
• Exceptional interpersonal, communication (both oral and written), organizational, and time management skills.
• Extensive experience in office administration and exposure to administrative support responsibilities in a senior management environment.
• Ability to collaborate and interface with all levels of internal and external staff.
• Strong sense of urgency and focus.

Nice-to-haves

• Spanish bilingual preferred but not required.
• Energetic and resourceful with a strong interest in community engagement.
• Familiarity with the Upper Manhattan community preferred.
• Self-motivated, team player, strategic thinker, and creative problem solver.

Benefits

• Compensation based on experience, ranging from $19 to $30 per hour.