Job description

*This position can be remote for those who do not reside in the New York/ New Jersey area. If residing in the area, please read all details thoroughly.

The ideal candidate for this position will excel if they can keep their calm in a high-pressure environment coordinating the logistics of the CEO of the company. The candidate should have some 2-3 years of experience in the role that highlights their capability to conduct all administrative work, making sure the CEO's operations run smoothly. Thus, the candidate should be detail oriented and a creative problem solver.

Executive Assistant at The Roots Fund (www.therootsfund.org)

• Must have been an executive assistant to a CEO in recent years.

Salary: $45-49k based on experience (Full time) Medical, Dental, Vision, Life Insurance

Executive Assistant’s responsibilities include managing calendars, making travel arrangements, preparing expense reports, and researching clients. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the executive director.

This job is a hybrid, working 2-3 days per week in the herald square office is located in NYC or New Jersey. If you are not in these areas we will consider virtual, but you can be expected to travel with one week's notice to assist CEO onsite when needed.

Responsibilities Include:

● Act as the point of contact among executives, board members, staff, clients, and other external partners

● Manage information flow in a timely and accurate manner

● Manage executives’ calendars and set up meetings

● Make travel and accommodation arrangements for staff and scholars in the program

● Plan work meetings virtual and in-person to include meals

● Rack daily expenses and prepare weekly, monthly, or quarterly reports

● Oversee file management on the drive, and filing systems

● Act as an office manager by keeping up with office supply inventory

● Format information for internal and external communication – memos, emails, presentations, reports

● Take minutes during meetings

● Screen and direct phone calls and distribute correspondence

● Perform research in the wine business and wine education

Requirements and skills

● Work experience as an Executive Assistant, Personal Assistant, or similar role

● Excellent MS Office knowledge, MAC, Calendly, Mondays, and G Suite systems

● Outstanding organizational and time management skills

● Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

● Managing phone systems

• Must be able to take verbal dictation

● Excellent letter-writing skills, may be asked to help prep presentations

● Excellent verbal and written communications skills

● Discretion and confidentiality

● High School degree, some college

• Ability to prioritize and meet deadlines Keep information confidential

● High-functioning self-starter that completes the task

● Familiar with project management tools to track work progress

• Control workflow
• Handle all logistics CEO related Interact with leadership, internally and externally
• Other duties as assigned

Job Type: Full-time

Pay: $45,000.00 - $49,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: Remote

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