Executive Assistant

The Executive Assistant plans and coordinates a wide variety of administrative and other tasks to support the work of the Finance & Operations Department.

Reports To: Chief Financial Officer

Location: 305 7th Avenue NY, NY 10001

Hours: 35 Hours, Exempt

Salary: $66,181 to $73,535

Major Duties:

• Schedule and coordinate meetings for the CFO & Controller
• Generate all letters and correspondence for the department.
• Respond & follow-up on general finance-related enquiries made by other program areas and stakeholders
• Maintain a daily cash receipt record for all agency checks, distribute copies to the appropriate person(s), scan copies of checks and deposits slips to Senior Associate Accountant; and Contract Analyst.
• Establish and maintain successful banking relationships and communication, including managing reporting and required documentation for all bank accounts.
• Administer residents in care individual bank accounts.
• Assist in gathering documentation for all agency audits as needed by the CFO & Controller
• Maintain finance manuals and policy documents, including other financial recordkeeping as requested
• Distribute all finance mail.
• Oversee general office duties and office equipment.
• Take minutes for all Finance & Operations meetings
• Control Finance petty cash.
• Conduct agency petty cash audits.
• Assist with Agency Switchboard, mailing,
• Manage Finance & Operations team reception lunch coverage on Wednesdays: from 12:30 pm to 1:30 pm. (include staff from AP/Revenue/Contract/Finance)
• Assist in Executive Office functions as needed.

Qualifications:

• The ideal candidate will be detail-oriented and professional, with excellent communication skills and the ability to handle a wide range of administrative and executive support tasks.

• Proven experience as an Executive or Administrative Assistant with 5+ years of experience preferably supporting senior executives required.

• Ability to maintain confidentiality, good judgment and diplomacy.

• Strong verbal and written communication skills to interact effectively, both internally and externally required.

• Flexibility to adapt to changing priorities and the ability to work well under pressure.

• Ability to type 50-60 wpm and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Advanced Excel experience with ability to create/modify charts, and tables of data.

• High School diploma required.

• Notary preferred.