Under the supervision of the Executive Director, the Executive Assistant is responsible for providing administrative support of program, development and financial functions for the Central NY, Western NY and Rochester/Finger Lakes chapters. This position will be located Syracuse, NY. This job is located in-office and is not hybrid or remote.
Essential functions and responsibilities include, but are not limited to:
- Support for Board and Committees: Assist the Executive Director and Chapter Department Directors in providing support to the Board of Directors and its committees and work groups. Maintain and disseminate organizational calendar of meetings and activities. Tasks may include notifying members of meetings, assembling and mailing agenda packets, documenting minutes, and planning meeting logistics, arranging refreshments, taking minutes, etc.
Chapter Records and Operational Contracts: Coordinate and maintain Chapter operational records, contracts, and vendor relationships. Assist in bid processes and purchasing agreements for operational services and office equipment, coordinating with Regional Offices. Assist Executive Director in preparing Chapter reports.
- Assist Executive Director in maintaining an organizational climate that attracts, motivates, supports, and retains high quality staff and volunteers who are committed to serving individuals and families. Provide supervision and training to assigned volunteers.
- Clerical and Operational Support for Executive Director: Provide clerical and support activities relating to the operations of the Chapter and Chapter Office, including drafting correspondence, making phone calls, assembling documents, communicating with board members, volunteers, and committee members, managing Executive Director’s calendar, making travel arrangements, maintaining files, etc. Provide back-up support to other administrative staff, including answering phones and greeting office visitors.
- Ensure that policies, standards, and decisions are properly recorded, maintained and implemented.
- Foster appropriate communication and positive relationships between the Chapter Boards of Directors, Regional Leadership Councils, Chapters and Regional staff, and the National Office and other Chapters within the Alzheimer’s Association.
- Oversee scheduling of conference rooms
- Other duties as needed and appropriately assigned.
- Bachelor’s degree or equivalent experience in business, associate degree in secretarial science, or similar education.
- Experience as an executive secretary or administrative assistant with a stable work history that demonstrates progressively responsible administrative duties. Ability to work independently and review own work for accuracy.
- Extensive computer skills and knowledge of office equipment and procedures. Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access. Proficiency in Google applications.
- Effective written communication skills, including English usage, grammar and spelling. Ability to compose general business correspondence. Experience recording minutes of meetings.
- Effective oral communication and interpersonal skills. Ability to encourage teamwork and work cooperatively with others.
Knowledge, Skills and Abilities:
- Ability to work effectively with diverse constituents and communities. Multicultural competency.
- Ability to multi-task, work under pressure and meet deadlines
- A proficient understanding of data management and analysis
- Proficiency with Microsoft Suite with ability to learn new software
- Knowledge of Customer Relationship Management (CRM) databases (e.g. Personify) preferred
- Typing skills with reasonable speed and high accuracy
- Excellent telephone skills, customer service and problem-solving skills
- Excellent communication skills, both verbal and written
- Self-starter, independent worker, willing to take initiative, and a strong commitment to working in teams
- Ability to manage multiple projects and priorities and manage time efficiently
- Ability to stay focused on tasks consistently
- Ability to work with great detail and accuracy
- Ability to work occasional weekends and evenings, in office and occasionally in the community
- Ability to lift up to 25 lbs
- Valid driver’s license, good driving record, access to reliable vehicle
Title: Executive Assistant
Position Location: Syracuse, NY
Position Grade: 203 Non-Exempt ($40,000-$47,000)
Reports To: Executive Director
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 1,900 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 develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.
At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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.