Job Title: Executive Assistant, New York City Chapter
Location: New York, NY
Work Hours: Full-time (based on a 37.5 hour work week)
Reports To: Christopher Smith, Executive Director & Regional Leader
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia - by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,700 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
Provide Executive Assistant support to the Executive Director/Regional Leader. Primary interface for the NYC Chapter Office; phone, visitors, vendors, constituents, board members, staff. Keeps the office functioning and the “trains on time”. Provides logistical and direct support to the Executive Director. Recruits/trains and manages office volunteers. Collaborates and effectively collaborates with co-workers.
Essential functions and responsibilities include, but are not limited to:
NYC Chapter Board – Communications with board – minutes, agendas, scheduling meetings with ED and other senior staff, planning logistics, teleconferencing, video, meeting logistics. Keeps up to date records on board activities and responsibilities such as give/get.
NYC Chapter Administration Budget – develops initial budget, when approved, monitors and manages cost controls throughout the year. Works with Accounts Payable to ensure timely payment of bills and interfaces with vendors. Manages payment requests and revenue that comes into office – tracking expenses.
Office Management – Maintains office equipment, interfaces with landlord on building issues, maintenance, manages passes/keys, answers incoming calls and reroutes as necessary, provides basic IT support, distributes mail, maintains office inventory, ordering, supplies, building protocols i.e., recycling. Lifts up to 20 lbs. Handles all building interface on issues/concerns/repairs. Organizes office operations and procedures and maintains shared google drive.
Staff Orientation & Administration – works with new hires on obtaining passes/keys, setting up workstations and computers and phones; equipment training, scheduling conference space, chapter procedures and planning agendas for staff and department meetings.
Region and Chapter ED support – Manages tracking reports for fundraising, advocacy, program, DE&I, research and communication initiatives. Keeps ED up to date on reporting deadlines, chapter org charts and staff contact lists.
Reception Duties – Covers front desk and engages volunteers, support group participants, donors, families and vendors. Recruits and oversees office volunteers.
Donations – works with development staff on securing donations that come in day of event – cash, checks, etc. Processes credit card and interfaces with our Hub processing center.
Strong communicator both verbally and in writing. Communicate professionally, empathetically and personably. Receptive to and provides constructive feedback. Attentive and responsive to co-workers, volunteers and customers.
Strong time management - handle day to day challenges confidently, ability to adjust/flexibility. Allocates time efficiently, can handle multiple demands and competing priorities. Understand connection between current and future activities.
Deadline driven - focused on deliverables and produces timely, accurate and useful results. Meets deadlines. Advises manager when problems arise in a timely manner.
Strong technology skills and aptitude. Ability to understand and learn Google products, Personify database, Walk Central, BIG and other technology products.
Strong interpersonal skills - develops effective relationships with both internal and external customers. Willing to lend a helping hand and recognizes the needs of others and needs of the office.
Diversity and inclusion focused - welcomes and celebrates the power of diversity. Works effectively in groups with diverse members and demonstrates awareness and sensitivity to individual differences.
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, generous PTO as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day an Elder Care Facility Day of their choosing, plus Caregiver Leave.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.