Executive Headquarters (117 West 124th St)

$55,000 - $60,000

Children's Aid - a dynamic multi-service organization committed to breaking the cycle of poverty for children and families in New York City - seeks an organized, diplomatic, motivated individual to join the Development team as Executive Assistant to the Chief Development Officer. A key member of the Development team, the Executive Assistant promotes the Chief Development Officer's productivity by providing essential project coordination and personal support to the Chief Development Officer.

This position works out of our Harlem Headquarters. Children's Aid offers a competitive benefits package that includes full health benefits, generous PTO and holiday schedule, FSA plan, life insurance, retirement plan with employer contribution, wellness discounts, commuter benefits, and more.

Position Summary: The Executive Assistant reports directly to the Chief Development Officer and is responsible for managing the workflow and coordination of this executive. This includes calendar management, organizing reports and documents, meeting coordination and set-up, and office-management and similar duties. In addition, this position provides operational and administrative support to ensure initiatives of the Development Office are implemented effectively.

Essential Duties:

Operational/Administrative Support

• Manage the Chief Development Officer's calendar, calls, and meetings; set up meeting spaces and transportation; and direct follow-up actions.
• Provide administrative support including but not limited to: calendaring, processing expense reports and reconciling invoices, scheduling, coordinating site visits, facilitating meeting preparation, meal and catering coordination, and other activities that streamline the workday for the Chief Development Officer.
• Provide Raiser's Edge support to the Chief Development Officer including updating records with donor correspondence, running queries, and formatting reports.
• Liaise with trustees' and their offices (e.g., regarding scheduling)
• Coordinate division updates and Development Committee meeting materials, including but not limited to:
  • Managing the timeline of information collection, review, and deadlines with other members of staff.
  • Coordinating with Development and division directors to gather information and reports, format for consistency, and ensure client-readiness.

• Support collaboration between the Chief Development Officer and members of the Development team to improve productivity and streamline operations.
• Attend and support all Development events, including but not limited to the annual benefit and golf classic.
• Ad hoc projects, tasks, and reporting as required.

Project Coordination and Team Participation

• Coordinate planning for Development team meetings and trainings; draft agendas and manage attendance; complete meeting and presentation preparation and follow-up.
• Track follow-up from meetings and other engagements, and proactively coordinate members of the Development team to assist ensuring deliverables are executed.
• Draft Chief Development Officer correspondence and acknowledgments based on overall strategy, approach, and outcome.
• Uphold the values of the Development team - teamwork, respect, accountability, integrity, and learning - and participate in team-wide activities and structures.

Communications

• Learn the management and communication preferences of the Chief Development Officer, anticipate projects based on those preferences, and communicate project progress or challenges proactively.
• Serve as a liaison between the Development team, Core and Leadership teams, and others; maintain positive relationships and support effective communications between the Chief Development Officer, Executive Office, Trustees, and other divisions across Children's Aid.
• Draft, edit, and produce written and visual communications (e.g. emails, memos, presentations, regular bulletins, etc.) and other correspondence for the Chief Development Officer.
• Review and prioritize all incoming correspondence (phone, mail, and email) daily, direct to appropriate staff member for response and follow up.
• Manage the Development main phone line, screening calls and alerting appropriate team members to incoming communications.
• In-person collaboration is an essential function of the job.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor's degree; in lieu of degree, high school diploma or equivalency and two years of similar administrative position required.
• 2-3 years of experience in a professional office setting.

Key Competencies:

• Exceptional dependability, time management, and organizational skills.
• Proactive and transparent communication skills, both written and spoken.
• Strong attention to detail in order to meet high standards for accuracy.
• Experience supporting senior executives; ability to build trust and establish rapport with all levels of staff and organizational leadership.
• Must be able to manage professional and personal information and documents with confidentiality and discretion.
• Must be able to prioritize and manage multiple assignments with tight deadlines (both short and long term).
• Proficiency with PC platforms; fluency with Microsoft Office particularly Excel, Word and PowerPoint; familiarity with AP Style preferred; willingness to learn Development policies and systems.
• Strong belief in the mission of Children's Aid, and a commitment to diversity, equity, and inclusion and a willingness to expand personal understanding of the root cause of poverty.
• Experience scheduling and operating Zoom and Teams meetings.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not to tolerate discrimination, harassment or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.