Executive Assistant

$55,000 - $65,000/Yr

Disability Rights New York

Full-time - Entry Level

1-10 employees

About the position

The Executive Assistant at Disability Rights New York (DRNY) plays a crucial role in providing confidential project and administrative support to the Executive Team. This position is essential for maintaining the efficiency of the Executive Director's schedule and ensuring that all communications and documentation are handled with the utmost confidentiality and professionalism. The Executive Assistant will assist in the preparation, coordination, and support of the Board and program council members, ensuring that all necessary materials are organized and available for meetings and discussions. In this role, the Executive Assistant will perform a wide range of duties that include answering calls for the Executive Director, producing information through transcription and formatting, and managing correspondence. The Executive Assistant will also draft, edit, and format letters and documents, take notes during board and advisory council meetings, and assist in the preparation and distribution of confidential information for Board and committee meetings. Additionally, the Executive Assistant will coordinate meetings, conferences, and travel arrangements for the Executive Staff, ensuring that all logistics are handled smoothly. The position requires strong organizational skills, the ability to work with diverse groups, and a commitment to supporting individuals with disabilities. The Executive Assistant may also be involved in filing litigation materials and maintaining records, as well as providing multilingual client support when necessary. This role is primarily remote but may require some travel within and outside the state, along with occasional after-hours work. The Executive Assistant is expected to contribute to team efforts and accomplish related results as needed, making this a dynamic and impactful position within the organization.

Responsibilities

• Maintain the Executive Director's schedule
• Answer calls for the Executive Director and return calls as necessary
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Conserve Executive Staff's time by reading, researching, routing, date stamping, and filing correspondence
• Draft, edit, and format letters and documents
• Take notes during board and advisory council meetings and distribute as required
• Collect and analyze information and report findings
• Assist in the preparation and distribution of confidential and other information for Board and committee meetings
• Assist in the coordination of meetings, materials, and record management for Executive Staff, Corporate and Board committees, and Advisory Councils as assigned
• Plan and coordinate meetings, conferences, teleconferences, travel, and initiate telecommunications for Executive Staff
• Assist in filing litigation materials, communication with courts, and maintaining records
• Answer or direct client inquiries
• Prepare reports by collecting and analyzing information
• Ensure operation of equipment by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
• Contribute to team effort by accomplishing related results as needed
• May be asked to provide multilingual client support
• Participation in committees, task forces, and other organization-wide groups
• Other tasks as assigned

Requirements

• Bachelor's degree preferred
• Executive assistant experience preferred
• Working knowledge of Microsoft Office Suite and Adobe
• Experience working with or for people with disabilities preferred
• Ability to accurately type at 60 words per minute
• Strong research skills
• Strong communications skills
• Strong organizational skills
• Ability to work with diverse groups of individuals
• Multilingual skills preferred
• Must work and reside in New York State

Benefits

• Disability insurance
• Dental insurance
• Paid time off
• Vision insurance
• 403(b) retirement plan
• Employer-paid premiums for health, dental, vision, life, and disability insurance
• Generous paid time off benefits
• Participation in employee affinity groups such as Mental Health Resource Group and BIPOC Employee Affinity Group