Executive Management Support Specialist 9/6/24Full Time--Manhattan

Job ID: 007183

Description:

Executive Headquarters (117 West 124th St)

$65,000 - $85,000 / year

Position Summary: **The Executive Management Support Specialist’s primary responsibility is providing administrative support to executives such as the Executive Vice President (EVP), and staff reporting to the EVP. This role is pivotal in providing executive-level support and project management within the human services sector. The ideal candidate will possess exceptional writing and project management skills with a background in the nonprofit sector serving children, youth, and families.

Essential Duties: **

*Executive Support:*

• Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.

• Provide comprehensive administrative support to senior executives, including managing calendars, scheduling meetings, preparing agendas, and coordinating travel arrangements.

• Act as a liaison between executives and internal/external stakeholders.

• Handle confidential information with discretion and professionalism.

Project Management:

• Lead and manage projects from inception to completion, ensuring timely delivery and adherence to budgets.

• Develop project plans, track progress, and ensure effective communication across all project stakeholders.

• Identify and mitigate project risks and issues.

Writing and Communication:

• Draft, edit, and proofread executive correspondence, reports, presentations, and other documents.

• Develop clear and concise communication materials for various audiences.

• Ensure all written materials align with organizational standards and goals.

Sector Knowledge:

• Utilize knowledge of child welfare, child and family well-being, and behavioral health to inform project planning and execution.

• Stay current with industry trends, policies, and best practices.

Administrative Tasks:

• Coordinate and manage executive team meetings, including preparing meeting materials and recording minutes.

• Oversee office management tasks, such as ordering supplies and maintaining office equipment.

• Code and process invoices, create purchase orders, and reconcile expense reports

• Maintenance and use of confidential files and information

• Assist with administrative support to the CWFS, HW, Early Childhood and Youth Division as needed

• Perform other duties as assigned

Minimum Qualifications: **

• Bachelor’s degree in Human Services, Social Work, Public Administration, or a related field required, Master’s degree preferred.

• Minimum of 3 years of experience in executive support and project management.

Key Competencies:

• Strong writing skills with the ability to produce high-quality written content.

• Proficiency in Microsoft Office Suite, Teams, and project management software.

• Knowledge of child welfare, child and family well-being, and behavioral health is highly desirable.

• Excellent organizational and multitasking abilities.

• Strong interpersonal and communication skills.

• Ability to work independently and as part of a team.

• High level of integrity, discretion, and professionalism.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.

Requirements:

Job Type Full Time

Location --Manhattan

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