Executive Assistant
Overview:
POSITION TITLE: Executive AssistantREPORTS TO: Chief of Staff
SUPERVISION EXERCISED: None
LOCATION: New York, New York (CSC)
Grade/Class: Grade C, Non-Exempt, Non-Union
ABOUT THE ORGANIZATION:
ADL is the leading anti-hate organization in the world. Founded in 1913, its timeless mission is “to stop the defamation of the Jewish people and to secure justice and fair treatment to all.” Today, ADL continues to fight all forms of antisemitism and bias, using innovation and partnerships to drive impact.A global leader in combating antisemitism, countering extremism and battling bigotry wherever and whenever it happens, ADL works to protect democracy and ensure a just and inclusive society for all.
PRIMARY FUNCTION:
A key member of the executive office, this role involves working directly with the CEO, Chief of Staff, and Senior Executive Assistant, providing administrative support in a fast-paced and dynamic environment. This role will directly support the Office of the CEO, be responsible for scheduling, travel arrangements and expense reconciliation for the CEO, and provide back-up support to the Senior Executive Assistant.All elements of support must be done with both confidentiality and precision. This role will also liaise with other senior executives, volunteer leaders and public and private individuals, and coordinate workflow with other personnel in the Office of the CEO and across the agency.
Responsibilities:
Primary:
- Support the day-to-day operations of the Office of the CEO by providing timely, streamlined communication and follow-up, with utmost attention to detail.
- Maintain the CEO's calendar in conjunction with the Senior Executive Assistant. Schedule and confirm meetings, conference calls, and travel. Manage all calendar requests in a timely manner. This may involve one-on-one meetings or multi-party meetings, with internal and/or external constituents.
- Coordinate executive travel and hotel arrangements for the CEO. Coordinate and confirm security arrangements as needed. Monitor and modify as needed prior to and throughout the duration of the travel period. Track business expenses. Process travel expense reporting and reimbursement. Prepare detailed itineraries and ensure that all involved parties receive the necessary documents in a timely manner.
- Participate in weekly calendar reviews with Office of the CEO and development teams.
- Respond to CEO emails as directed. Provide information and refer as needed to appropriate staff members. Ensure timely follow up.
- Draft routine correspondence for the CEO as requested. Review and edit, as necessary, select documents to be sent out under CEO signature.
- Communicate with internal and external stakeholders, in writing and/or by phone, on matters relating to the Office of the CEO, including scheduling, logistics, briefing documents, and other supporting matters as they may arise.
- Assist in preparing and/or assembling briefing documents for the CEO and confirm all corresponding materials for travel are received in a timely manner.
- Provide guest lists to security for screening.
- Coordinate with, and assist at all times, Senior Executive Assistant – Office of the CEO; provide back up support as needed.
- Provide input and participate in process and technology projects to further improve workflow within the Office of the CEO.
- Implement special projects as requested by the Office of the CEO and follow through to successful completion.
- Duties may include assisting with event/meeting planning by coordinating registration, materials preparation, and possible on-site administrative support.
Secondary:
- Order office supplies and maintain supply of ADL marketing materials so items are always on hand for Executive Office use.
- Coordinate requests from other departments for use of Executive Boardroom. Ensure security and facilities needs are met.
Qualifications:
Skills:
- Proficiency with Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
- Working knowledge of conference call and video meeting technology.
- Proficiency with Slack preferred.
- Superior organizational skills and ability to multi-task.
- Highly effective problem-solving skills.
- Strong communication skills; confident interacting across all levels of the organization and with external constituents.
Attributes:
- Outstanding levels of tact, diplomacy, and confidentiality.
- Calm and effective under pressure.
- Strong attention to detail and follow up.
- Enjoys working in a team environment.
- Highly effective problem-solving skills.
- Anticipates needs and is proactive.
- Passion for ADL’s mission.
Work Experience:
- The ideal candidate has a minimum five years working in a professional office, with several years as an executive assistant.
- Previous experience supporting C-level executives, or dedicated CEO support, is strongly preferred.
Education:
- An Associate’s degree or equivalent experience is required; a Bachelor’s degree is preferred.
Work Environment:
- ADL is a hybrid environment; this role may require 3 days in the office.
Compensation:
- This position has a salary range of $60,000 to $75,000. This salary range is reflective of a position based in New York, New York. Please note that actual salaries are commensurate with experience and reflect the budget for a given position, and since ADL has a location-based compensation structure, there may be a different range for candidates in other locations. For an overview of our total rewards package, please visit https://www.adl.org/about/careers.
ADL values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of underrepresented ethnic groups, foreign-born residents, and veterans to apply. ADL is an equal opportunity employer. Recruitment, hiring, promotions and other terms, conditions and privileges of employment shall be maintained in a manner which does not discriminate on the basis of age, race, creed, religion, color, national origin, sex, sexual orientation, gender expression, marital status, physical or mental disability, veteran status, or military status, or in violation of any applicable Federal, state or local laws.
ADL will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.For individuals with disabilities who would like to request an accommodation to support the interview process, please contact People & Culture at talentacquisition@adl.org.
ADL will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Credit Reporting Act, and all other applicable State, Local, and Federal laws.
The information in this job description indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job, nor is it to be interpreted as a contract for employment.