Executive Assistant

Forestdale, one of NYC's leading family service agencies, seeks an experienced and dynamic Executive Assistant to support the work of the Executive Director, Executive Team, and Board of Trustees. When families come to Forestdale, often in crisis, to seek help for themselves or their children, they deserve to be greeted by expertise and dedication. The Executive Assistant provides vital support to the leadership of the agency to enable them to fulfill this important duty.

Job Summary

The Executive Assistant supports the Executive Director with administrative and agency matters, such as managing Agency travel, and being a liaison to the board. The Executive Assistant to the Executive Director serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects, as designated by the Executive Director. The Executive Assistant must be creative and have knowledge of working within a not-for-profit environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and highly confidential matters with discretion.

Executive Support Responsibilities:

Administrative Support:

• Completes a broad variety of administrative tasks for the Executive Director including managing an extremely active calendar of appointments; filing expense reports; composing and preparing correspondence; preparing the Executive Director for meetings and site visits all with the utmost confidentiality and discretion.
  • Provide administrative support to the Executive Director, Management Team, and Board of Directors, ensuring efficient daily operations.

Calendar & Scheduling Management:

• Maintain multiple calendars for executives and management staff, schedule appointments, and coordinate meetings.
• Organize and manage travel arrangements, including booking flights, accommodations, and creating detailed itineraries.

Communication & Coordination:

• Screen phone calls, take detailed messages, and arrange conference calls and virtual meetings.
• Act as the primary point of contact for both internal and external parties, facilitating seamless communication between management and staff.
• Communicates directly, and on behalf of the Executive Director, with Board members, donors, staff, and others, on matters related to Executive Director 's programmatic initiatives.

Project Management:

• Oversee and manage special projects for the Executive Director, ensuring timely and effective completion.
• Liaise with other departments to ensure smooth collaboration and execution of cross-functional initiatives.

Document Preparation:

• Prepare and edit correspondence, reports, presentations, and other executive-level documents, ensuring they are accurate, professional, and in line with organizational standards.

Finance & Invoicing:

• Submit employee Travel & Expense (T&E) reports and process outside vendor invoicing in a timely and accurate manner.
• Maintain accurate records and track budgets related to executive expenses.

Meeting & Event Coordination:

• Liaise with internal teams to ensure seamless preparation and logistics for meetings, conferences, and special events.
• Coordinate and organize the necessary materials and resources for all scheduled events

Liaison for Board of Directors Responsibilities:

Administrative Support:

• Calendars: Schedule and manage the calendar for upcoming meetings, ensuring all relevant dates are recorded.
• Schedules: Create and update detailed meeting schedules for each Board gathering.
• Correspondence: Draft, send, and track communications related to the Board meetings.
• Reports: Compile and distribute necessary reports, presentations, and supporting documents to Board members.

Board Meeting & Event Coordination:

• Event Planning: Coordinate venue bookings, catering, audiovisual needs, and any other logistics required for smooth operations during Board meetings and events.
• Assemble Meeting Packages: Prepare and distribute meeting packages with all necessary materials for Board members ahead of time.
• Record Meeting Minutes: Accurately capture meeting discussions, decisions, and action items, ensuring proper documentation.

External Partnerships and Outreach:

Relationship Management:

• Develop and maintain strong, ongoing relationships with key external partners, such as funders, corporate partners, and other stakeholders.
• Act as the point of contact for external organizations and manage communications.
• Maintains discretion and confidentiality in relationships with all board members.
• Follow up on requests for data and/or information from Board members ensuring requests are responded to on a timely basis.

Transportation Coordination Responsibilities:

Family Visit Travel Arrangements:

• Coordinate the travel arrangements (air, train, bus, or car service) for foster children and accompanying staff to facilitate family visits.
• Ensure all travel bookings are managed according to agency policies and guidelines, providing smooth travel experiences for all parties involved.

Minimum Requirements

• Ability to work independently and exercise good judgment
• Strong organizational and communication skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Sensitivity to confidential matters
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.

Educational Requirements

• Bachelor's degree required
• Strong work experience: 5 to 10 years of experience supporting C-Level Executives, preferably in a government or non-profit organization.
• Capable of clear, direct communication with others (oral and written).
• Experience and interest in internal and external communications and partnership development.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Salary Range: $31.32 - $47.80

Benefits

• Four weeks' vacation
• Medical/dental/vision/life/disability insurance
• Pension plan
• 401(k), 7% employer contribution + 2% match
• Tax-deferred health care/dependent care/commuter plans

Address:

67-35 112th Street Forest Hills, NY 11375

Additional Information

Forestdale Inc. is an equal opportunity employer that is proudly committed to becoming an anti-racist and multicultural organization that stands up for justice and equity. We welcome prospective employees from diverse backgrounds, for administrative support and direct service and leadership roles, who will join us on that journey, uphold our values and approach, and believe in our mission. Additionally, we aim to have a racially representative leadership and workforce that is reflective of the communities we work in partnership with.

Forestdale Inc. is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We do not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, hiring and termination of staff, selection of volunteers and vendors, and provision of services.