Executive Assistant

June 3rd, 2022
Executive Assistant

Executive Assistant

  • Full Time
  • Mid-Level
Job Category: Administrative
Location: Manhattan
Job Sectors: Environmental

The Billion Oyster Project Executive Assistant to the Executive Director is a proactive and enthusiastic problem-solver focused on maximizing the impact of the Executive Director to achieve the goals of Billion Oyster Project. The Executive Assistant provides administrative support for the Executive Director and works closely with the Executive Director to prioritize tasks and meetings, respond to the needs of staff and stakeholders and prepare and deliver written and verbal messages to internal and external audiences. The ideal candidate for this position is a competent multi-tasker; highly efficient, organized and thorough. They are comfortable working independently in a dynamic, fast-paced work environment, and able to think on their feet and adjust to changing priorities and schedules. What you’ll do: Billion Oyster Project is a growing team of 43 full time staff and engages a wide range of external stakeholders. There are multiple work locations and many complicating factors that impact the scheduling of events and meetings. The Executive Director meets regularly with internal staff, the members and committees of the Board of Directors, donors, partners and public officials. The Executive Director is responsible for the overall management of the organization, fundraising and maintaining and communicating the vision, mission and voice of the organization at press opportunities, speaking engagements and events. The Executive Assistant will maintain the Executive Director’s schedule and calendar. They will support through the execution of all manner of administrative tasks associated with leading the organization. They will organize, coordinate and manage all aspects of the Executive Director’s work. The Executive Assistant will be present at meetings of the Board of Directors and other meetings where sensitive information is discussed and presented. With this in mind, discretion is an essential component of the role. Core responsibilities: ● Manages day-to-day work flow of the Executive Director, coordinating with other members of staff as needed ● Maintains the record of the Executive Director’s workflow and supports on maximizing impact through thoughtful scheduling and prioritizing of tasks ● Schedules appointments and manages calendar for the Executive Director, interacting with staff, board members, donors, and community leaders ● Coordinates schedules and makes logistical arrangements for meetings and events with key stakeholders, including board members, donors, volunteers, and partners ● Serves as primary note-taker for all meetings with the Executive Director● Serves as the Executive Director’s liaison for some company-internal initiatives, such as team events and development programs, and assist in the planning, coordination, and follow through of action items ● Prepares and proofreads written materials on a timely basis, including the taking of meeting minutes and drafting correspondence ● Schedules, plans and prepares materials for all board meetings including but not limited to other BOP Committee meetings (Executive, Programs, Development & Communications and Finance). ● Communicates on behalf of the Executive Director, including handling sensitive and confidential material ● Acts as primary contact for concerns of board members, including coordination of meetings, research, and recording and preparing meeting minutes ● Undertakes special projects as assigned by the Executive Director Work Schedule The Exeuctive Assistant will be expected to manage their time around a 40 hour work week with a general schedule of Mondays–Fridays, 9am-5pm. Occasional Travel within NYC, evening and weekend work is expected based on the needs of the Executive Director and various evening and weekend events and meetings. Required Qualifications: ● An excellent organizational skill set including written and verbal communication, time management, and ability to prioritize and pay attention to details. ● 5+ years of similar professional experience ● Strong IT skills with proficiency in Google Apps suite, and Microsoft Office software ● Ability to handle multiple tasks in a fast-paced environment with frequent interruptions ● Ability to make decisions that improve day-to-day procedures, practices, and efficiency ● Experience coordinating projects involving multiple stakeholders ● Ability to work proactively and independently, and know when to escalate an issue Desired Qualifications ● BA/BS degree ● Project Management experience ● Interest or background in Environmental Education is a plus Salary, Benefits and Perks Assistant to the Executive Director starting salary will vary depending on prior experience and range from $45,000 to $60,000.This is a full-time, year-round position at the Billion Oyster Project, a 501(c)3 nonprofit organization. The benefits include: ● A generous vacation and PTO policy ● Health, dental, vision, and life insurance ● 401K plan ● FSA plan ● Pre-tax commuter program ● Citi Bike discount ● An inspiring working environment on Governors Island in New York Harbor

Billion Oyster Project

  • Governor's Island, 10 South Street
  • New York, NY 10004
  • Phone:

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