Executive Assistant to the CEO (4105)

Position Overview 

The Executive Assistant supports the President/CEO and Senior Leadership Team to perform, coordinate and oversee administrative duties and mid-level projects while providing an extensive level of support, acting with little supervision, to anticipate needs while managing the day to day workflow and prioritizing various projects, which includes scheduling; engaging with senior leadership/board of directors/customers & dealers/vendors; project coordination; document and report creation; preparing materials for meetings, and participating in a wide range of special projects. This role requires strong judgment, the ability to independently manage projects from inception through completion, analyze and apply data to support executive decision-making, and effectively support the CEO. 

Job Responsibilities 

• Manages and maintains executives' schedules, appointments, travel arrangements, and meetings: Coordinates President & CEO’s schedule as needed. This includes proactively (weekly/daily) setting up and keeping track of meetings, appointments, conference calls, external engagements, etc. and ensuring the CEO is aware of their scheduled obligations
• Serve as the primary liaison between the CEO and the Boards of Directors for SCNY, HGS, and TFY. Accurately and concisely record minutes for each Board meeting, ensuring compliance with New York State Not-for-Profit laws and standards. Partner with the Quality Department to ensure corporate records are securely maintained in accordance with NYS requirements. Understand CEO's priorities and act accordingly, awareness of which calls need to be taken, which meetings cannot be moved, when lunch should be scheduled, etc.
• Attend meetings on behalf of the CEO, as needed, and be prepared to represent the CEO’s authority when requested. Plan and coordinate group meetings, events, and outings (reservations, coordinating payment, communicating details, etc.)
• Reads, researches, routes correspondence.  Collects and analyzes information; prepares reports and presentations; drafts letters and documents
• Independently manages projects assigned by the CEO, including clarifying objectives, identifying relevant data and information sources, analyzing and synthesizing information, tracking progress, and delivering completed work products
• Demonstrates the ability to learn, interpret, and apply internal and external data (financial, operational, programmatic, or governance-related) to support executive initiatives and decisions.
• Greet guests and customers; answers and directs all inquiries.  Conducts customer needs assessment and evaluates customer satisfaction
• Maintains customer confidence and protects operations by keeping information confidential
• Protects financial records and administers Agency Finance Records retention policy
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
• Maintains inventory of office supplies, anticipates needed supplies; evaluates new office products, places and expedites orders for supplies, verifies receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Willing to occasionally work extra time and attend occasional work-related activities during and after work hours
• Other duties as assigned

Core Competencies (Knowledge, Skills & Abilities) 

• Must be able to multi-task and work in a fast-paced environment
• Must be highly effective in supporting a CEO who works primarily though technology rather than a shared office environment, including proactive communication, anticipating needs, maintaining visibility into priorities, and ensuring continuity despite physical distance. 
• Must be able to work independently, proactively, and with minimal-moderate supervision or guidance.
• Must have excellent written and oral communication skills including report writing and presentation skills 
• Must have excellent organization and time management skills
• Demonstrated skills and working knowledge of MS Office programs 
• Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription and note taking, designing forms, office terminology and other office related procedures
• Knowledge of principles and processes for providing customer and personal service. Must be able to respond effectively to sensitive inquiries and complaints.  
• Must be able to analyze and interpret business documents, professional journals, technical procedures, and/or regulations 
• Must be Certified NYS Notary or ability to become certified within 6 months
• Ability to work with a culturally and economically diverse population
• Ability to assess situations, determine next steps without explicit instruction, and escalate issues appropriately while exercising sound judgement. 
• Demonstrated ability to ask clarifying questions when needed and independently resolve issues when possible

• Physical Demands and Mental Demands: 

  The physical and mental demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be requested to enable individuals with disabilities to perform essential functions. 

  Physical Demands:

• The position requires extended periods of sitting, especially during data analysis, meetings, or computer-related work, and may also involve periods of standing during presentations or collaborative work sessions.
• Occasional lifting and carrying boxes or equipment weighing up to 40 pounds is expected. For weights exceeding this limit, team members will be available.
• Repetitive motion tasks are a significant part of this job, with typing and computer use being the most common activities.
• Driving to other sites is required on occasion, with expected travel less than 5% of the time. This may involve visits to agency locations, partner organizations, or conferences.
• Specific vision abilities required include close vision for reading and analyzing data on computer screens, distance vision, peripheral vision, depth perception, and the ability to adjust focus for varying tasks.

• Mental Demands:

  Critical thinking and problem-solving skills are essential for analyzing data, troubleshooting IT issues, and developing strategic IT solutions to support agency missions.

• The role requires decision-making under pressure, particularly when faced with tight deadlines, high-stakes projects, or during IT emergencies that impact agency operations.
• Attention to detail is crucial for ensuring the accuracy and quality of data reports, IT system customizations, and compliance with healthcare regulations.
• Ability to prioritize tasks and manage time effectively is needed to handle multiple high-priority projects, often with competing deadlines, ensuring that all objectives are met in a timely manner.
• Adaptability to changing priorities or situations is vital, as the IT landscape and agency needs can shift rapidly, requiring quick adjustments to plans and strategies.
• Strong communication skills, both verbal and written, are necessary for effective collaboration with IT team members, other agency departments, and external partners. This includes the ability to explain technical issues in accessible language.
• Emotional intelligence and empathy are required to align with the agency's practice of Sanctuary for trauma-informed care. The candidate must demonstrate an ability to understand and respond to the needs and emotions of colleagues and clients, fostering a supportive and understanding work environment.

Job Requirements 

• An associate's degree and a minimum of five years of experience are required, preferably in a senior (executive-level) role. Candidates with a high school diploma and substantial relevant experience may also be considered. Excellent organizational skills including flexibility, creativity, resourcefulness, and the ability to multi-task to meet deadlines, manage people/tasks.
• Ability to maintain a high degree of confidentiality.
• Confidence working with all levels of employees including external stakeholders and the Board of Directors
• Demonstrated skills, working knowledge and proficiency in using a variety of software applications, such as Excel, Word, Outlook, Adobe and PowerPoint
• Must have a flexible schedule to include night and weekend hours occasionally
• Must have a valid driver’s license and clean driving record.  

Equal Opportunity Employer

The House of the Good Shepherd is an equal opportunity employer and does not discriminate on the basis of age, race, creed, color, national origin, sexual orientation, military status, sex, pregnancy, gender identity or expression, disability, marital status, or any other basis covered by appropriate law. 

We are committed to fostering an inclusive, equitable, and accessible environment where diversity is valued and recognized as a source of strength and enrichment. We seek to attract talented people from a diverse range of backgrounds and cultures.

Salary : $75,000 - $80,000