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The Fortune Society
Title: Executive Assistant
Unit: Development, Communications, D.R. Center for Public Policy (DRCPP)
Reports to: Senior Director of Policy & AVP of Development/Communications
Status: Full Time; Regular; Non-Exempt
Job Code: D111
Days/Hours: Monday- Friday 9am- 5pm, subject to change based on program needs
Location: Long Island City, Queens
Date Prepared: February 23, 2017
The Executive Assistant will be responsible for providing administrative support to the Development, Communications and DRCPP unit, as well as the Executive team, as needed.
Essential Duties & Responsibilities:
• Conduct scheduling duties for the AVP of Development and Communications, AVP of Policy, and Senior Director of Policy. This includes scheduling internal and external meetings, arranging teleconference calls, and making travel arrangements, as needed;
• Manage the day to day administrative operations of DRCPP and Development and Communications unit. Exercise strategic thinking and assertive communication to prioritize tasks between the units, meeting deadlines as required;
• Coordinate executive communication, including taking minutes during internal and external meetings and teleconference calls, responding to emails, and interfacing with organizational partners, clients, and internal staff;
• Maintain the internal DRCPP calendar of all advocacy events, activities, forums, conferences, etc. attended by Fortune staff. Regularly follow-up with staff to capture key notes, photos, and details of the event, especially when Fortune played a key role;
• Facilitate the tracking of all lobbying activities conducted by Fortune staff and assist with drafting the City and State lobbying report;
• Prepare informational packets and materials for on-site visits with funders, legislators, or other partners, and for off-site meetings and events; provide support to the Communications team to manage all Fortune signage, banners, and materials;
• Provide proof-reading and copyediting for internal and external critical policy and communications correspondence;
• Work closely with the DRCPP team to produce the “Both Sides of the Bars” TV show, featured on the Manhattan Neighborhood Network (MNN);
• Facilitate space and participants for interviews, focus groups, or other meetings for DRCPP’s policy initiatives;
• Submit reimbursements for expenses and check requests for invoices from vendors;
• Create a systematic filing procedure for electronic and print record retention;
• Review current policies and procedures, and where appropriate, identify areas that each unit can exercise more efficiency by streamlining our practices;
• Maintain both unit’s supplies inventory by checking stock to determine inventory level; anticipate needed supplies; evaluating new office products; placing and expediting order for supplies; verifying receipt of supplies;
• Assist with planning for Development, Communications, and DRCPP events, including sending invitations, managing RSVP lists, and coordinating with external vendors;
• Assist the Development, Communications and DRCPP team in managing the intern & volunteer space and schedules;
• Working with Human Resources, recruit and supervise interns or volunteers, as needed; and
• Other duties as required.
May at times carry out supervisory responsibilities of volunteers and interns in accordance with the organization's policies and applicable laws.
• High school diploma or HSE required; some college preferred;
• Excellent verbal and written communications skills;
• Strong organizational and problem solving skills;
• Extremely competent with Excel and PowerPoint;
• At minimum, 1 year, but preferably 2 years or more of experience with administrative duties;
• Demonstrates professionalism during interactions with internal and external personnel;
• Ability to work independently, as well as collaboratively, superior ability to multi-task and manage time effectively in a fast-paced, high-energy environment;
• Ability to be a strong team player and willingness to work as part of a diverse team with shared responsibility and accountability;
• Strong passion and desire to promote the mission and work of the Fortune Society; and
• We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this mission. Relevant personal experience is a plus.
Requires some travel for events and meetings, along with travel to our Harlem location.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.
Posted on 04/07/17; CVMHA ID #10909