ICL

  • Senior Executive Assistant

    Job Locations US-NY-New York
    Position Number
    EO500202
    Department
    ICL - Executive Office
    Type
    Regular Full-Time
    FLSA Status
    Exempt
  • Overview

    Under the general supervision of the CEO, the Senior Executive Assistant provides a wide range of support services for the President and CEO and the COO.   The Senior Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to executive activities. The Senior Executive Assistant also serves as a liaison to senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

    Responsibilities

    1. Manages the flow of information to the CEO and COO: screens phone calls, opens and sorts mail, and summarizes reports and memos that are received before passing the information on.
    2. Coordinates the schedules of the CEO and COO, ensuring that meetings, deadlines, presentations and other duties are carried out seamlessly. Makes travel arrangements for the CEO and COO, coordinating flights, accommodations and other itinerary specifics.
    3. As assigned, prepares and formats information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
    4. Coordinates with the Secretary to the ICL Board of Directors to assure that necessary staff follow up is instituted.
    5. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and COO including those of a sensitive or confidential nature.  Determines appropriate course of action, referral, or response.
    6. Provides a bridge for smooth communication between the CEO and COO and internal departments.
    7. Works closely and effectively with the CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO and COO updated.
    8. As assigned manages a variety of special projects for the CEO and COO.
    9. Prioritizes conflicting needs: handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Maintains company records, setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
    10. Provides staff supervision to junior-level staff, including executive assistants, receptionists etc. coordinating the efforts of these parties in effectively running the executive office, training staffers on internal processes and systems and ensuring that all necessary functions are appropriately covered at all times.
    11. Performs other general office duties, including ordering supplies etc., preparing check requests, etc.
    12. Other duties as assigned

     

     

    REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

    • Ability to maintain confidentiality and exercise discretion
    • Excellent organizational skills (e.g. planning, scheduling, prioritizing tasks) with excellent attention to detail
    • Excellent interpersonal skills and the ability to build positive relationships with diverse stakeholders, including staff, board members, external partners and donors
    • Expert level written and oral communication skills
    • Demonstrated proactive approaches to problem-solving with strong decision-making capability
    • Highly resourceful team-player, with the ability to also be extremely effective independently
    • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
    • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
    • Proactive thinker, who actively seeks opportunities and proposes solutions
    • Ability to anticipate or recognize problems and refer them immediately to the right person for resolution.  
    • Ability to work in teams and manage timelines and projects.
    • Good problem-solving and research skills.
    • Ability to take and transcribe minutes correctly and timely
    • Knowledge of basic supervisory principles and practices

    Qualifications

     

    • Bachelor's degree required plus a minimum of five years of experience supporting C-Level Executives, preferably in a non-profit organization.
    • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media

     

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