Executive Assistant Job at EIHAB Human Services, Inc. in New York

Overview

Executive Assistant role at EIHAB Human Services, Inc. The ideal candidate will provide administrative support to our executive staff, ensuring the smooth operation of the office. This role requires a high level of professionalism, attention to detail, proactive problem solving and strong organizational skills.

Responsibilities

• Provide exceptional administrative support to senior management, including preparing documents, reports, and presentations, as needed.
• Handle sensitive and confidential documents, ensuring their secure storage and retrieval.
• Organize meetings, including PowerPoint presentations, spreadsheets, and narrative reports, scheduling, sending reminders, and organizing catering when necessary.
• Assist in the preparation of Board of Directors reports, organize, and track, as required.
• Schedule quarterly and ad/hoc Board meetings and take minutes at Board meetings, as required.
• Create itineraries for the CEO and coordinate travel arrangements, as needed.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, faxing, photocopying, transcribing meeting notes, handling incoming and outgoing mail, and preparing communications on the executive’s behalf.
• Oversee timely processing of the CEO expenses.
• Assist other executives with administrative duties and projects, as needed.
• Partner with the CEO on all projects as assigned.
• Create and maintain a filing system for contracts and legal documents such as leases and deeds for all properties.
• Maintain confidentiality at all times in every aspect of communications.
• Willing to help others as needed in collaborative efforts.
• Anticipate and meet deadlines, complete assignments with consistent accuracy.
• Must have strong organizational skills and be able to multitask efficiently.
• Ensure annual filings with the State are filed in a timely manner.
• Act as the liaison with the auditor.
• Perform other duties as assigned.

Qualifications

• Bachelor’s Degree required.
• Strong time management and ability to meet deadlines.
• Excellent verbal and written communication skills.
• Strong organizational skills, detail oriented, and ability to multitask.
• Ability to work well under pressure and prioritize tasks.
• Problem-solving and decision making.
• Proactivity with the ability to work with minimal direction, taking ownership of multiple projects and deliverables, while providing leadership to other administrative staff.
• Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook), with minimum of 3 years experience supporting senior management, and authorization to work in the US.