Executive Assistant

Application Instructions

Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.

Active City Year Corps or Staff members must login to Workday to apply internally.

Number of Positions: 1

Work Location: 100% On-Site

Position Overview

Special Projects Assistant is responsible for supporting the ED and ELT by providing key administrative and logistical systems design and implementation along with strong strategic planning, supporting the stewardship of key relationships and the advancement of key projects. The Special Projects Coordinator will support the creation of a cohesive and branded communications and will support and advance key department-wide projects and initiatives.

Job Description

Supporting the Executive Director

• Provide excellent administrative support to the ED. This includes, but is not limited to, efficiently maintaining calendars, scheduling meetings and conference calls, arranging travel, writing meeting minutes, reviewing mail, and preparing presentations and speaking points for the ED.

• Serve as the primary contact for individuals and organizations seeking information from the Executive Director, prioritize these incoming requests, and ensure outgoing communication is consistently timely and accurate.

• Plan and prepare for internal and external meeting needs hosted by the Executive Director: reserve meeting rooms, arrange for appropriate Information Technology Services (ITS) support, inform reception of visitors in advance, arrange for meeting refreshments, welcome and escort visitors and ensure meeting rooms are left in exceptional condition.

• Prepare weekly look-ahead for Executive Director including an annotated agenda, outstanding action items, meeting and engagement preparation materials, and other needs to ensure ED is well prepared for meetings, presentations, and events.

• Support the Executive Director's participation on external community and education boards to position City Year as a leader in the educational community and premier service partner.

• Provide communication support for the Executive Director including draft-writing of e-mails.

• Complete and submit check requests, purchase orders, purchase card requests, mileage and expense reimbursements on behalf of the Executive Director.

• Submit high-priority requests to ITS, Finance, Human Potential and Facilities on behalf of the Executive Director.

Site Board Support

• In conjunction with the Chief of Staff and Managing Director of Development, manage production, collection, editing, and distribution of board meeting materials.

• Oversee all logistical aspects of quarterly board meetings/retreats, maintain and accurate and complete files on meetings, committees. and members.

• Coordinate with members of the CYD Board of Directors and internal staff on all board committee functions including call scheduling and material distribution.

• Support board member engagement activities at appropriate events and other engagement opportunities.

• Support Executive Office and Development Department in responding to ad-hoc board member requests.

• Upload appropriate materials to board member database management system.

• Prepare internal board member research materials.

Other Administrative Support

• Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders.

• Manage special projects from the Executive Office and Senior Leadership Team, and coordinate projects assigned to other staff.Coordinate internal meeting and retreat planning and execution including but not limited to securing meeting space, managing vendor relations and payment, and preparing meeting materials.

• Support COS and Executive Director in developing internal communication processes.

Benefits

Full time employees will be eligible for all benefits including vacation and sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental and vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Employment at City Year is at-will.

City Year does not sponsor work authorization visas.

COVID-19 Notice

Our number one priority is the health and safety of our employees and AmeriCorps members and their families; our students and school partners; and the community at large from COVID-19. Proof of COVID-19 vaccination is required for employment and service - all staff members, including remote staff, and AmeriCorps members are required to be fully vaccinated* no later than their start date. If you are unable to be vaccinated for medical reasons or sincerely-held religious beliefs, we will consider requests for reasonable accommodation consistent with our policy, and where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Notwithstanding any language herein, City Year will comply with any state, local, or federal orders, statutes, or regulations that may conflict with the COVID-19 vaccination policy.

• Individuals are considered fully vaccinated 14 days after the completion of their primary vaccination series.