Executive Assistant
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Pregnancy Justice
Hybrid- Career category:Admin
- Job type:Job
- Experience level:5-10 years
- Organisation type:Civil Society
- Remote option:Hybrid
- Right to work requirements:Right to work required in advance
- Salary: $ 78618-88949 / yearly
- Work schedule:Full-time
- Length of contract:Temporary/ Fixed-term
- Location:United States , New York
Essential Job Functions:
- Calendar Management: Maintain and organize the President's schedule, including scheduling meetings, appointments, and travel arrangements. Ensure that the President is aware of her daily and upcoming commitments.
- Communication: Act as a primary point of contact between the President and internal/external stakeholders. Manage emails, phone calls, and other forms of communication, responding on behalf of the President when necessary.
- Meeting Coordination: Arrange and coordinate office-wide meetings, conferences, and appointments. Prepare meeting agendas, take minutes, and ensure the President is well-prepared for all engagements.
- Travel Arrangements: Plan and book travel accommodations for Pregnancy Justice staff, including flights, hotels, transportation, and itineraries.
- Document Management: Create, edit, and proofread various documents, reports, presentations, and correspondence. Maintain organized filing systems, both physical and digital.
- Confidentiality: Handle sensitive and confidential information with the utmost discretion, ensuring data security and privacy.
- Database Support: Maintain a Salesforce database for the President by uploading and retrieving relevant data for meetings with donors, funders, and community partners as needed.
- Expense Management: Track and reconcile expenses, prepare expense reports, and ensure compliance with budgetary guidelines.
- Project Support: Provide support on special projects, initiatives, and events as directed by the President.
- Prioritization: Help the President prioritize tasks and manage their workload efficiently.
- Problem-Solving: Act as a resource for problem-solving and decision-making, helping the President navigate challenges effectively
Qualifications
- Alignment with and commitment to Pregnancy Justice’s mission and organizational culture.
- Bachelor's degree preferred, but not required.
- Minimum of 5 years' administrative experience.
- Proven experience as an executive assistant or in a similar role.
- Strong organizational, time management, and multitasking skills.
- Excellent written and verbal communication skills.
- Proficiency in office software and tools, including Google Workspace, MS Office Suite, and Zoom among others.
- Discretion and the ability to handle confidential information with integrity.
- Adaptability and the ability to work independently and as part of a team.
- Proactive problem-solving and troubleshooting.
- Attention to detail and a high level of accuracy.
- Ability to work in our NYC office at least 3 days per week.
- Flexibility to work outside of regular office hours when necessary.
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