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Executive Assistant to the President & CEO and Special Projects Assistant for People Operations

Union Settlement Association
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Executive Assistant to the President & CEO and Special Projects Assistant for People Operations

Job Description

 

Organizational Summary

 

Union Settlement is an East Harlem based nonprofit organization founded in 1895. For 128 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams. 

 

Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement’s current programmatic portfolio includes 8 core program areas: Early Childhood Education, Youth Services (including after school programs), Family Services (including the Family Enrichment Center and the Family Childcare Network), the East Harlem Community Partnership, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development.  Union Settlement serves more than 10,000 individuals and nearly 1,000 businesses every year. 

 

Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit www.unionsettlement.org

 

Position:                            Executive Assistant to the President & CEO and Special Projects Assistant for People Operations

Department:                     Executive Office

Reports to:                        Chief Executive Officer and Chief People Officer

Hours:                                 Full-time, 35 hours per week

Salary:                                $27.47- $32.96 hour ($50,000 – $60,000) 

FLSA:                                   Non-Exempt

 

 Position Summary:

The Executive to the President & CEO and Special Projects Assistant for People Operations jointly supports the President & Chief Executive Officer and the Chief People Officer (People Operations Department projects). The Executive to the President & CEO and Special Projects Assistant for People Operations provides administrative support and coordinates several projects overseen by the CEO and/or CPO, particularly in areas of communications, strategic planning, donor cultivation, workforce planning, project research, and people operations initiatives. This role will also coordinate and manage executive scheduling and provide administrative and logistical support in administrative and day-to-day matters. Apart from Board of Director meetings and special events, this role generally will work a 9:00 AM-5:00 PM schedule from Monday-Friday. However, they must demonstrate flexibility during special events which may require some evenings or weekends.

 

The Assistant must be creative and enjoy working within a fast-paced environment that is results-driven and customer focused. The ideal individual will have the ability to exercise good judgment in a variety of situations and with confidential matters, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

 

Responsibilities:

  • Works directly with President & CEO to support all aspects of their daily work routine.
  • Maintain the President & CEO calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
  • Keeps the President & CEO & Chief People Officer advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Assists in administrative tasks associated with department's robust events calendar. Tasks may include attendance at all assigned events, tracking and evaluating participation.
  • Handles printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Prints, assembles, and organizes documents.
  • Sorts and triage mail; maintains e-mail and other address directories.
  • Schedules departmental meetings, assists in the preparation and distribution of meeting agendas and materials, and records all internal and external meetings where required.
  • Transcribes source material, prepares documents, reports, tables, and charts; distributes as appropriate.
  • Maintains paper and electronic filing systems.
  • Maintains confidential and sensitive information.
  • Attends meetings and takes notes of discussion; prepares the initial draft of minutes and summaries for team and Board of Directors.
  • Creates PowerPoint presentations, financial spreadsheets, special reports, and agenda material as needed.
  • Responds quickly and accurately to calls, emails and personnel requests from employees.
  • Manages expense reporting and associated tasks (receipts, systems, reimbursements, etc.)
  • Establishes and maintains an effective filing system (electronic and paper-as needed).
  • Responsible for research and data entry for department projects within People Operations.
  • Supports intensive recruitment methods with the full cycle recruitment process, including posting, sourcing & screening resumes, coordinating interviews & reference checks, etc.
  • Supports report generation and management.
  • Maintains familiarity and supports policy, compliance, and technology updates.
  • Other duties and special projects as assigned.

 

Qualifications:

  • Willingness to travel locally and regionally. to Union Settlement’s mission, vision, and values.
  • A minimum of a bachelor’s degree equivalent combination of experience and education may be considered with experience.
  • Minimum of 3 years of experience in an office setting with Experience regularly interfacing with C-level company executives, Senior team members, and key external stakeholders ideal.
  • Exceptional research, writing and editing skills.
  • A self-motivated learner with the capability to gather information from a variety of sources.
  • Ability to work well with a range of partners and stakeholders.
  • Proficiency in Windows and MS Office, particularly Word, Excel and Outlook required.
  • Experience arranging candidate travel (flights, hotels, vehicles, etc.).
  • Superb interpersonal and communication skills, both written and oral; with the ability to influence and engage a wide range of clients. 
  • Exceptional project management skills.
  • Ability to prioritize, meet deadlines and manage multiple, ranging responsibilities.
  • Must be discreet, flexible and responsible; maintain confidential information.

 

CO R E CO M P E T E N C IE S

 

  • Customer Oriented: The job demands a positive and constructive view of working with others. There will be a high percentage of time spent in listening to, understanding and successfully working with a wide range of people from diverse backgrounds to achieve “win-win” outcomes.
  • Urgency: The job requires decisiveness, quick response, fast action. It will often be involved in critical situations demanding that on-the-spot decisions be made with good judgment. The job will repeatedly face important deadlines that must be met on time.
  • Attention to Detail: The ability to see and pay attention to details; the ability to recognize the component parts of a procedure or object. And to verify the correctness or error in an individual part or procedure.
  • Facilitating Change: Approaches challenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlement’s goals.
  • Communicating and Collaborating: Listens well and actively engages with others with honesty and integrity and holds team accountable to the same standard.
  • Organized Workplace: The job’s success depends on systems and procedures, its successful performance is tied to careful organization of activities, tasks and projects that require accuracy. Record keeping and planning are essential components of the job.
  • Sense of Timing: The ability to accurately evaluate what is happening in such a way that statements, decisions, and actions are the most effective, accurate, and timely.

 

Union Settlement’s Diversity, Equity & Inclusion Commitment

 

Union Settlement is an equal opportunity employer. They do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.