Location: Central | 115 E. 13th Street, NY, NY 10003 Position Summary HELP USA is seeking an experienced, organized, reliable and proactive Executive Assistant to support the organization’s Chief Operating Officer and work in collaboration with members of the executive management team who oversee HELP USA operations. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. This person will exercise independent judgment while managing internal and external communications and a busy calendar. Responsibilities Include: Business AdministrationManage communications by email and telephone, conveying messages accurately and promptlyProduce executive reports, spreadsheets, presentations, and visuals for board meetings and daily usePreserve files in an organized, and easy-to-follow mannerManage timecards for the operations leadership teamProcess and approve invoices for payment in LawsonProvide support for ongoing and special ad hoc projectsExercise discretion and confidentiality with sensitive informationProvide administrative support to the Operations Leadership TeamField, source solutions for, and respond to customer concerns and grievances in Lighthouse CMSLiaison with company subcontractors and vendors to assist in the enrollment of newly integrated city-wide government payment systems and monitor performanceLiaison for Operations with Central Office support teams (Finance, HR, IT, Legal) on various projects including implementation of DHS Model Budget, updating and developing standard operating policies and procedures for shelters and other programs, rationalizing job descriptions and requirements, etc. Project Management (as needed) Take leading role on new projectsOrganize and manage meetings with disparate departments within HELP to ensure project begins in an efficient mannerDevelop integrative system(s) to be utilized by departmentsHand-off project to senior operations staff memberSchedule ManagementEfficiently maintain calendars and appointments with complex schedulingPlan and manage all travel arrangements and associated expensesOrganize and coordinate conferences and monthly meetings Budgeting and FinanceCreate and update travel and expense reportsReconcile petty cash account information and report figures in the general ledger by comparing them to bank account statements each month.Review the annual operations budget and actual monthly spending to determine necessary adjustments for spendingLiaison with the Budget Department and Site/Program management to assist with the annual budgeting process for all programsProduce, maintain, and update subcontractor forms and systems consistently (includes Subcontractor logs, Form 65A, PIP, and PASSPort) Event CoordinationWorking with our Development Team, coordinate social events (including annual Operations Black History Month event and seasonal celebratory events) RequirementsMinimum four years’ administrative support experience.Outstanding computer literacy, particularly with all Microsoft Office applications: Word, Excel, and PowerPoint.Friendly and professional demeanor.Outstanding oral and written communication skills.Strong organizational skills, with ability to multi-task with shifting priorities.Excellent follow-through skills and initiative.Ability to be a team player and interface with all levels throughout the organization.Knowledge of office systems and procedures, including use and troubleshooting of office equipment such as printers, copiers, and fax machines.High School Diploma or equivalent required, with an undergraduate degree preferred.