New York Public Library
Executive Assistant to the Chief Digital Officer
New York Public Library, New York, New York, us, 10261
Executive Assistant to the Chief Digital Officer
Department:
Digital
Employment Type:
Full Time
Location:
Stephen A. Schwarzman Building
Reporting To:
Vicky Darbouze
Compensation:
$85,000 - $95,000 / year
Description Overview The Chief Digital Officer leads the ongoing digital transformation of NYPL.
The Executive Assistant to the Chief Digital Officer (CDO) is essential to the smooth running of the Digital department: providing comprehensive administrative support, ensuring the efficient use of the CDO’s time, and serving as a key liaison on behalf of the CDO to internal and external stakeholders. The Executive Assistant works under the direction of the Chief of Staff, Digital and collaborates closely with the other assistants in the Executive Office, Trustees, and other critical stakeholders.
Timeline Expectations 1 month
Become familiar with Executive Suite protocols, processes, and procedures
Become familiar with the CDO. Understand their teams and their preferred working styles
Meet key personnel (executive office assistants, senior leaders) and understand the organizational structure
Become familiar with Trustees and other key stakeholders
Understand the Library’s technology: Google Suite, Workday, and other systems as required
3 months
Support all of the CDO’s administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etc
Make the various processes related to the CDO’s administrative needs their own
Understand the administrative needs for the board and trustee meetings facilitated by the CDO including planning and logistics, documentation, timelines, deliverables and other meeting needs.
Successfully integrated into the Executive Office Assistants team
6 months and beyond
Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processes
Responsibilities
Acts as primary staff to the Chief Digital Officer including communication with internal and external executives, Library partners, assistants and other partners
Coordinates and manages the Chief Digital Officer’s calendar (in coordination with the Chief of Staff, Digital) and handles correspondence to and from the CDO’s office
Maintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materials
Schedule and coordinate all meetings and special events involving the Chief Digital Officer, including logistical setup, catering, preparing materials, conducting tours and acting as point of contact for guests
Organize and maintain files, both electronic and physical, ensuring confidentiality
Draft, proofread, and edit documents, correspondence, and presentations for Board meetings
Act as a liaison between the board members, and other departments
Assist in preparing agendas, meeting materials, and minutes for board and committee meetings
Assist in managing departmental budgets and expenses
Support Chief Digital Officer in donor relation activities as well as Board of Trustees & Digital Committee presentations
Assists with proposal writing, oversight and reporting; data analysis, research, drafting, writing, proofreading and editing reports, communications and presentations
Handles office management activities, including travel arrangements, expense reports, eTime approvals, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitions
Provide backup support for other executive office assistants (eg supporting meetings, answering phones, etc)
Assists President's Office, Tisch Director, Mellon Director and Chief Operating Officer on certain administrative items, when needed as well as supporting other Executive Assistants as needed
Assists with special projects and performs related duties as required
Required Education, Experience & Skills Required Education and Certifications
Bachelor’s Degree
Required Experience
Minimum of five years’ experience supporting senior executives or boards in a complex organization.
Experience managing confidential materials and sensitive correspondence.
Required Skills
Communicating with courtesy and tact towards individuals of importance including Senior Management and Library Trustees
The ability to resolve problems independently
Outstanding organizational and multitasking abilities, with meticulous attention to detail
Ability to maintain the confidentiality of important information with integrity and professionalism
Successfully demonstrated experience using Google suite programs, Microsoft Suite and other scheduling and presentation software
Successfully demonstrated strong interpersonal, oral and written communication skills, reliability, flexibility and willingness to assume various duties and assignments
Ability to work well under pressure and meet tight deadlines
Strong problem-solving skills and ability to anticipate the needs of executives
More… Core Values All team members are expected and encouraged to embody the NYPL Core Values:
Be
Helpful
to patrons and colleagues
Be
Resourceful
in solving problems
Be
Curious
in all aspects of your work
Be
Welcoming
and
Inclusive
Work Environment
Office Environment
This is an onsite role; up to 5 days a week
Physical Duties
May require light lifting up to 20 lbs.
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt
Schedule
Monday - Friday; 9-5
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
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Digital
Employment Type:
Full Time
Location:
Stephen A. Schwarzman Building
Reporting To:
Vicky Darbouze
Compensation:
$85,000 - $95,000 / year
Description Overview The Chief Digital Officer leads the ongoing digital transformation of NYPL.
The Executive Assistant to the Chief Digital Officer (CDO) is essential to the smooth running of the Digital department: providing comprehensive administrative support, ensuring the efficient use of the CDO’s time, and serving as a key liaison on behalf of the CDO to internal and external stakeholders. The Executive Assistant works under the direction of the Chief of Staff, Digital and collaborates closely with the other assistants in the Executive Office, Trustees, and other critical stakeholders.
Timeline Expectations 1 month
Become familiar with Executive Suite protocols, processes, and procedures
Become familiar with the CDO. Understand their teams and their preferred working styles
Meet key personnel (executive office assistants, senior leaders) and understand the organizational structure
Become familiar with Trustees and other key stakeholders
Understand the Library’s technology: Google Suite, Workday, and other systems as required
3 months
Support all of the CDO’s administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etc
Make the various processes related to the CDO’s administrative needs their own
Understand the administrative needs for the board and trustee meetings facilitated by the CDO including planning and logistics, documentation, timelines, deliverables and other meeting needs.
Successfully integrated into the Executive Office Assistants team
6 months and beyond
Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processes
Responsibilities
Acts as primary staff to the Chief Digital Officer including communication with internal and external executives, Library partners, assistants and other partners
Coordinates and manages the Chief Digital Officer’s calendar (in coordination with the Chief of Staff, Digital) and handles correspondence to and from the CDO’s office
Maintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materials
Schedule and coordinate all meetings and special events involving the Chief Digital Officer, including logistical setup, catering, preparing materials, conducting tours and acting as point of contact for guests
Organize and maintain files, both electronic and physical, ensuring confidentiality
Draft, proofread, and edit documents, correspondence, and presentations for Board meetings
Act as a liaison between the board members, and other departments
Assist in preparing agendas, meeting materials, and minutes for board and committee meetings
Assist in managing departmental budgets and expenses
Support Chief Digital Officer in donor relation activities as well as Board of Trustees & Digital Committee presentations
Assists with proposal writing, oversight and reporting; data analysis, research, drafting, writing, proofreading and editing reports, communications and presentations
Handles office management activities, including travel arrangements, expense reports, eTime approvals, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitions
Provide backup support for other executive office assistants (eg supporting meetings, answering phones, etc)
Assists President's Office, Tisch Director, Mellon Director and Chief Operating Officer on certain administrative items, when needed as well as supporting other Executive Assistants as needed
Assists with special projects and performs related duties as required
Required Education, Experience & Skills Required Education and Certifications
Bachelor’s Degree
Required Experience
Minimum of five years’ experience supporting senior executives or boards in a complex organization.
Experience managing confidential materials and sensitive correspondence.
Required Skills
Communicating with courtesy and tact towards individuals of importance including Senior Management and Library Trustees
The ability to resolve problems independently
Outstanding organizational and multitasking abilities, with meticulous attention to detail
Ability to maintain the confidentiality of important information with integrity and professionalism
Successfully demonstrated experience using Google suite programs, Microsoft Suite and other scheduling and presentation software
Successfully demonstrated strong interpersonal, oral and written communication skills, reliability, flexibility and willingness to assume various duties and assignments
Ability to work well under pressure and meet tight deadlines
Strong problem-solving skills and ability to anticipate the needs of executives
More… Core Values All team members are expected and encouraged to embody the NYPL Core Values:
Be
Helpful
to patrons and colleagues
Be
Resourceful
in solving problems
Be
Curious
in all aspects of your work
Be
Welcoming
and
Inclusive
Work Environment
Office Environment
This is an onsite role; up to 5 days a week
Physical Duties
May require light lifting up to 20 lbs.
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt
Schedule
Monday - Friday; 9-5
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
#J-18808-Ljbffr