Job Description:

Cayuga Centers is hiring immediately for Executive Assistant to Associate CEO

Earn $62,000 annually

Location: New York, New York

About Cayuga Centers

Cayuga Centers is an accredited non-profit, human services agency dedicated to family support and preservation, trauma-informed care, and serving vulnerable populations with the most unique needs. Founded in 1852 in Auburn, NY, we have a long history of delivering high-quality and innovative services to individuals, children, youth and families. We have offices in 10 cities and serve over 10,000 individuals and families annually. Join us!

About the Program and Position:

Under the direction of the Associate CEO, the Executive Assistant (EA) will maintain a positive and collaborative attitude to provide administrative support to the departments directly and indirectly reporting to the Associate CEO. The EA to the Associate CEO must have strong familiarity with the programs and leadership across the agency while also sharing an eagerness to learn and grow within the role. Responsibilities include tracking data, auditing program portals and compiling reports to assist with program monitoring needs and meeting guidelines indicated by stakeholders. This role will require the EA to conduct research, prepare meeting agendas and minutes, and maintain a weekly calendar. Equally vital to this role, the EA will assist in maintenance of program files, and issuing correspondence to internal and external entities of the agency. The position requires involvement with sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. In this role you will join a team that is providing essential social services to families in need and as such, will impact the lives of many youth and families in NYC, Delaware and Pittsburgh.

How you get to use your skills…

• Provide administrative support to the Associate CEO and some personal tasks, including making appointments and ordering lunch

• Project a professional, friendly and collaborative attitude while providing administrative support to staff agency wide that directly or indirectly report to the Associate CEO.

• Maintain discretion and confidentiality with regards to calendar meetings, projects, reports or staff related items when necessary

• Coordinate complex scheduling and calendar management for Associate CEO, as well as content and flow of information to Associate CEO and his/her reports

• Manage Associate CEO’s travel logistics and activities, including accommodations, transportation, meals and expense reports

• Manage and coordinate incoming phone calls

• Manage communication with employees and external parties including foster parent follow-ups

• Provide clerical support using Microsoft Office including Word, Excel, PowerPoint, and Gmail applications and CONNX including formatting documents and assisting with organizational charts

• Utilize a variety of sources to conduct research for various projects

• Advocate on behalf of the agency with New York City public officials for Memorandums of Understanding, Letters of Support or Event Appearances when needed

• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary

• Prepare meeting agendas and minutes as well as sending out meeting recaps or follow up needs to staff

• Serving as a liaison between direct reports of the Associate CEO, leadership and both internal and external entities of the agency

• Organize team communications and plan events, both internal and off-site

• Support Associate CEO’s direct reports and other teams, to ensure goals and objectives are accomplished and operations run effectively

• Travel required

• Audit the programs and departments portals and department files

• Assist in drafting and editing policy and procedures

• Support in the collection of needed receipts on behalf of purchases made with the Associate CEO’s agency issued AMEX card

• Review timesheets of direct reports for the Associate CEO and assist with approvals and inputting any needed corrections