Assistant to the Executive Director

Reports To: Executive Director

Status: Exempt

Major Function and Purpose

This position is responsible for maintaining the Executive Office through the following functions:
• Internal and external communications
• Scheduling, maintaining calendars
• Board member communications, meeting preparation, and note-taking/dissemination.
• File/records administration
• Executive Office management

Responsibilities

1. Manage calendar of internal/external meetings
The Assistant is responsible for the calendar including standard, recurring staff meetings (Senior Staff, fiscal and individual direct reports), board meetings, and other meetings to include community/corporate partners/prospects, donors, pro-bono resources, etc. Maintain overall calendars and listings for LPI’s numerous programs and locations to be accessible to all staff. This shall be conducted in a timely, efficient manner to avoid any scheduling conflicts and miscommunications.

2. Process internal and external communications
The Assistant is responsible for communications including (but not limited to), staff notifications, meeting agendas/minutes dissemination, outgoing correspondence, maintaining organized files of board and other stakeholder communications. These shall be done accurately, edited and proofread to assure quality of communications (with specific attention to text, salutations, names, addresses, titles, etc.). The Assistant will help the Executive Director by answering phones, and maintaining communication while Executive Director is traveling. All work of the Executive Office must be treated as confidential and discussed with others only at the discretion of the Executive Director.

3. Coordinate Board Meetings, Executive Committee Meetings and all Board-related materials
The Assistant will schedule and coordinate set-up for all full Board and committee meetings (especially the Executive Committee). Prepare, maintain, disseminate, and track progress for the following on deadline and with extreme accuracy: internal calendar of Board meeting deadlines, meeting notices, board books, and related reports. Take and process meeting minutes. Assist at all Board meetings and events (in conjunction with office of external affairs). Schedule and coordinate prospective Board member interviews and new Board member orientations. Update in a timely and accurate fashion the Board contact list and New Board Member Handbook.

4. Maintain Executive Director’s office and supplies
The Assistant is responsible for establishing an organized protocol for record retention, maintenance, and supplies. At all times the assistant should be able to easily access any document needed. Maintain program binders and personnel files, ensuring that they are up-to-date and filed in date order. The Assistant will complete all fiscal paperwork and travel arrangements for the Executive Office in a timely manner.

5. Submit administrative reporting tools in a timely and accurate manner
The Assistant is responsible for submitting administrative reporting tools, including, but not limited to, time sheets (Executive Director’s office and direct reports), monthly cash projections, expense processing/reimbursements (Executive Director’s office and direct reports), vendor processing and managing the Executive Director’s Purchase Order book for select cost centers. Working with senior staff and Executive Director, document and process the progress of the Strategic Plan initiatives over the course of the year.

6. Coordinate all special mailings
The Assistant will work with the office of External Affairs as requested for special projects to provide Executive Director’s list for events, gala, etc. in a timely and accurate manner.

7. Manage Outlook contacts
The Assistant will update contacts and special lists for the Executive Director’s office. Updating will occur periodically (names, titles, affiliations, and all contact information) to ensure that the contacts are well maintained and up to date. Assistant will manage a list of community partner contacts associated with all Literacy Partners sites for easy use.

8. Maintain organized computer directories
The Assistant will keep directories organized and documents in a shared drive for easy access at all times.

9. Participate in special projects as they arise
The Assistant will work with the Executive Director on any necessary projects, always timely, accurate and well presented.

Qualifications:

1. Highest level of technical skills necessary for position (Tech Competencies Review) in Outlook, Microsoft Office, Raisers Edge, PowerPoint, etc.

2. Well-organized management of daily and recurring tasks, and paper flow.

3. Highly accurate, able to proofread communications and reports.

4. Highest level of attention to detail in all matters, especially in Board and donor matters.

5. Work collegially, respectfully and responsively with peers, staff at all levels, board members, donors, partners, etc. always presenting in a highly professional manner.

6. Innovative and effective approach to all tasks and identification of ways to streamline and improve Executive Office procedures and protocol.

Salary: Competitive salary and benefits commensurate with qualifications.

Other: Full time, Exempt Position

To Apply:
NO CALLS PLEASE

Send resume and cover letter to:
job@literacypartners.org

or fax to:
212-725-9740
Attn: Executive Director

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