Job Title: Executive Assistant
Location: Albany, NY- Northeastern New York
Grade: 202 Non Exempt
Reports To: Director of Development
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/jobs 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.
The Executive Assistant provides high level, efficient and accurate administrative support to the Executive Director, Director of Development and the Director of Marketing and Public Relations. This individual will oversee general office operations. He/she is also responsible for managing a high-quality donor services program, providing logistical assistance for designated chapter events and corporate engagement and assisting with volunteer recruitment.
Essential functions and responsibilities include, but are not limited to:
- Administrative/Executive: Provide administrative support to the Executive Director, Director of Development and Director of Marketing and Public Relations. Assist with meeting scheduling and logistics for board, staff and committee meetings. Maintain rosters, prepare documents and reports for distribution/filing and develop/maintain tracking tools as needed. Manage special projects as needed.
- Operations: Serve as the primary point of contact for incoming callers and visitors and provide information and support as needed. In accordance with Association policy, open (in the company of a second person) and disseminate daily mail. If processing donations in the office, sort by type, create and submit scans to home office processing center and take cash deposits to bank as needed. Oversee day-to-day office functions including the development and maintenance of office operations systems and procedures, ordering and tracking of office supplies and inventory and coordination of document storage, shredding and destruction. Maintain office equipment, including phone system, computers/server, photocopiers, fax and postage machine and serve as the liaison to vendors (including home office IT) and maintenance companies (including facility management) as needed. Maintain, distribute, collect and inventory office keys. Work with the home office management/HR team and Helpdesk to coordinate the onboarding of new staff including the set-up of workstations, phones and computers and issuing keys and supplies.
- Development: Notify Director of Development and/or Executive Director of noteworthy gifts and track as requested. Serve as the main point of contact for donor inquiries and assist with communications to service recipients, donors, volunteers, sponsors, vendors and the Board of Directors. Serve as the main point of contact for Chapter staff, Home Office staff, and third-party vendors regarding inquires related to Donor Services operations. Ensure that all matching gifts are confirmed. Assist with managing event logistics including, but not limited to, coordinating/assisting with registration, completing and tracking event contracts, permits, insurance certificates and/or site-specific requirements and developing/maintaining tracking tools/Excel spreadsheets. Support, set-up and participate in Association events as requested. Work with Development Director and Account Management Teams to update and maintain Corporate Partner Tracking Tools and assist with Corporate Engagement Activities.
- Volunteer Management: Promote Alzheimer’s Association volunteer opportunities on a number of platforms, interview potential volunteer candidates and collaborate staff with staff to match volunteer interests with opportunities. Assist with the onboarding of new volunteers and identify tasks for office volunteers.
- Bachelor’s Degree or an Associate’s Degree and 5 years relevant experience.
- Minimum of 2 years’ experience in operations or administration.
Knowledge, Skills and Abilities:
- Excellent organizational and time management skills. Ability to prioritize and meet deadlines. Strong attention to accuracy and detail.
- Excellent communication and customer relations skills, both written and verbal.
- Proficient in Microsoft Office and Google Apps. Experience with other other software programs (Convio, Team Approach, Personify) preferred.
- Ability to work independently or as a member of a team.
- High level of integrity, diplomacy, and initiative.
- Absolute commitment to confidentiality.
- Ability to work evenings and weekends as needed.
- Ability to travel locally and regionally to perform job duties.
- NYS driver’s license, proof of insurance, and access to reliable transportation strongly preferred.
- Ability to lift up to 25 lbs.
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, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, 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 and an Elder Care Facility Day of their choosing.
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.