Executive Assistant to the EVP

$75,000 - $80,000/Yr

Brooklyn Public Library

Full-time - Entry Level

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About the position

The Executive Assistant to the Executive Vice President (EVP) at Brooklyn Public Library plays a crucial role in supporting the efficient operation of the President's Office. This position involves a wide range of administrative duties, including project management, scheduling, and managing communications between executives, staff, and external parties. The Executive Assistant is responsible for maintaining professional relationships and exercising discretion while representing the President's Office.

Responsibilities

• Work closely with BPL's executive management team and their support staff.
• First point of contact for inquiries to the president's office and offices of EVPs, screening incoming calls and correspondence, responding independently or routing to the appropriate office.
• Responsible for heavy calendar management, requiring interaction with both internal and external parties to coordinate a variety of meetings and events.
• Maintain budgets and reimbursements for executives and executive-driven projects.
• Provide support to committees; recording and transcribing minutes, preparing agenda materials, and arranging logistics of meetings.
• Create and develop presentation materials.
• Serve as project manager for select executive projects.
• Organize divisional programs, events, or conferences by arranging for facilities and caterers, issuing information or invitations, coordinating speakers, and managing event budget.
• Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner.
• Maintain office supplies, materials and provisions for President's office; responsible for tracking expenditures.
• Arrange travel schedule and reservations for executive management as needed.
• Keep up with remote and virtual technologies as needed.
• Other duties as assigned.

Requirements

• Bachelor's Degree required.
• Two - three years of administrative support experience with nonprofit or higher education experience preferred.
• Excellent organizational, interpersonal and relationship management skills.
• Experience creating with MS Office, including Word, Excel, PowerPoint, OneDrive and Outlook & willing to learn new technologies.
• Must be able to proactively multi-task and adapt to changing and competing needs.
• Demonstrated ability to provide outstanding customer service.
• Ability to be self-directed and to work successfully as a member of a team.
• Strong communication (oral & written) and analytical skills.
• Willing to take initiative and seek out new assignments & projects.

Nice-to-haves

• Interest in libraries is a plus.