Executive Assistant to the President and CEO
HEARTSHARE HUMAN SERVICES OF NEW YORK · HeartShare, 330 Jay Street 29th Fl, Brooklyn, NY, 11201 - Brooklyn, NY 11201
Heartshare is seeking a highly skilled motivated Executive Assistant to the President & CEO to provide critical high level administrative and operational support to the President and CEO of Heartshare. This role will ensure that the office of the President and CEO operates at the highest level of professionalism and successfully execute complex and strategic scheduling and use excellent judgment and discretion. You will also serve as a welcoming presence in all external interactions, including with board members, partners, and stakeholders, when representing the organization and support the Chief of Staff to the President and CEO with coordinating meetings, organizational projects in partnership with the Board of Directors, Executive team and Leadership teams at Heartshare.
Essential Functions and Primary Responsibilities of Position:
Administrative and Executive Support
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Calendar management – proactive scheduling support while working with internal and external stakeholders including the executive team, board members, funders and others
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Meeting support – sharing documents on screens, organizing and setting up food
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Screen and prioritize communications on behalf of the President & CEO, drafting correspondence and materials as needed.
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Assist the Chief of Staff in monitoring organizational priorities, special projects, and strategic initiatives led by the President and CEO.
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Manage and organize electronic and hard-copy files related to executive and Board activities
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Expense reports for President and CEO
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Attending offsite meetings and events as needed.
Office of the President & CEO Operations
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Serve as liaison between the President and CEO, Chief of Staff, Board of Directors, senior leadership, staff, and external partners.
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Ensure timely follow-up on action items and deliverables resulting from executive meetings.
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Maintain confidentiality of highly sensitive information and exercise sound judgment at all times.
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Support the coordination of Board and committee meetings, including scheduling, material preparation, and logistics.
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Find ways to automate processes, calendar, board material creation
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Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.