Executive Assistant

Rooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness and creative expression, we help cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see.

Since New Settlement's inception in 1989 as a settlement house rooted in the Bronx, our organization has been a responsive community partner. Originally established to revitalize abandoned buildings into affordable housing, New Settlement has since evolved into a multi-generational, forward-looking organization. We support 15,000 members of the community annually by providing organizing in housing and schools, and programs in education, college access, youth development, arts, workforce development, wellness, and more. EEO/AA

JOB SUMMARY: The Executive Assistant will provide high-level administrative support to the Executive Director, Associate Executive Director, and other executive staff.

Supervisory Responsibilities:

• May recruit, interview, hire, train, and oversee junior administrative staff in the department.

Duties/Responsibilities:

• Provides high-level administrative support and assistance to the Executive Director (ED) and Associate Executive Director (AED) and/or other assigned executive leadership staff.
• Maintains complex schedules/calendars, coordinating meetings and acting as a gatekeeper to ensure that the EDs/AEDs schedule is followed and respected creating a productive work environment and appropriate access to the ED/AED. This includes screening and prioritizing incoming calls, emails, and correspondence for the ED/AED.
• Coordinates and manages EDs/AEDs daily workflow, ensuring deadlines are met and priorities are addressed.
• Organizes and coordinates corporate events, conferences, and special projects as needed.
• Prepares and organizes materials for meetings, including agendas, reports, and presentations.
• Arranges complex travel and accommodations for executives.
• Receives incoming communication or memos on behalf of executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, data entry, ordering supplies, processing invoices, completing communications to staff, and performing basic bookkeeping (i.e. expense reconciliations, and check requests).
• Liaises with internal and external stakeholders, acting as a liaison between the ED/AED and senior leadership team.
• Works effectively and collaboratively with staff from other departments on other projects as related to the role.
• Effectively prioritize conflicting needs; handle matters expeditiously, and proactively, and follows-through on projects to successful completion, often in a fast-paced and with high deadline pressures.
• Handles sensitive information with a high degree of professionalism and confidentiality.
• Performs additional duties as assigned by executives.
• Assists with various ad-hoc projects and other administrative tasks as assigned.

Qualifications & Experience:

• High school diploma required, Bachelor's Degree in Business Administration or related field preferred.
• At least four years of successful related experience required.
• Must be a professional and able to show discretion in maintaining confidentiality.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Position Requirements:

• Must be cleared and maintain clearance throughout duration of employment by NYC DOE fingerprinting.

Physical Demands:

• The ability to sit, stand, walk, and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear.
• The ability to frequently sit and reach with hands and arms.
• The ability to occasionally lift and/or move up to 20 pounds.

Working Conditions:

• Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators.
• The noise level in the work environment is usually moderate.
• Prolonged periods sitting at a desk and working on a computer.

Employment is at will and employees will undergo 45- and 90-day check-ins during their 90-day probationary period.

NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job description in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the employee in this job. The employee will be required to follow other instructions and to perform other job-related duties requested by their supervisor. This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity.

New Settlement is proud to be an Equal Opportunity Employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.

This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions expected of an employee. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of you as an employee. You may be asked to perform other duties as required.