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
  • Remuneration: $78,618 USD-$88,949 USD / yearly
  • Work schedule: Full-time
  • Length of contract: Temporary/ Fixed-term
  • Location: United States , New York
Sexual & reproductive rights (SRHR) Health
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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