Executive Assistant

$55,000 - $65,000/Yr

Disability Rights New York - Rochester, NY

Full-time - Entry Level

Rochester, NY

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, contributing to the overall mission of advocating for the civil rights of individuals with disabilities. In this role, the Executive Assistant will perform a wide range of duties that include managing the Executive Director's calendar, answering and returning calls, and producing information through various means such as transcribing, formatting, and editing documents. The Executive Assistant will also be responsible for conserving the Executive Staff's time by efficiently managing correspondence, drafting and formatting letters, and taking notes during board and advisory council meetings. Additionally, the Executive Assistant will collect and analyze information, prepare reports, and assist in the coordination of meetings and materials for various committees and councils. The position requires a proactive approach to planning and coordinating meetings, conferences, and travel arrangements for the Executive Staff. The Executive Assistant will also handle litigation materials, maintain records, and provide multilingual client support as needed. This role is integral to the team effort at DRNY, contributing to various committees and task forces as assigned. The Executive Assistant may also be required to perform tasks outside of regular hours and travel within and outside the state as necessary.

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.

Nice-to-haves

• Multilingual skills preferred.

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
• Employee affinity groups including a Mental Health Resource Group and a BIPOC Employee Affinity Group