Executive Assistant to COO

Location:  Central | 115 E. 13th Street, NY, NY  10003

Position Summary

HELP USA is seeking an experienced, organized, reliable and proactive Executive Assistant to support the organization’s Chief Operating Officer and work in collaboration with members of the executive management team who oversee HELP USA operations.  The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment.  This person will exercise independent judgment while managing internal and external communications and a busy calendar.

Responsibilities Include:

Business Administration

1. Manage communications by email and telephone, conveying messages accurately and promptly
2. Produce executive reports, spreadsheets, presentations, and visuals for board meetings and daily use
3. Preserve files in an organized, and easy-to-follow manner
4. Manage timecards for the operations leadership team
5. Process and approve invoices for payment in Lawson
6. Provide support for ongoing and special ad hoc projects
7. Exercise discretion and confidentiality with sensitive information
8. Provide administrative support to the Operations Leadership Team
9. Field, source solutions for, and respond to customer concerns and grievances in Lighthouse CMS
10. Liaison with company subcontractors and vendors to assist in the enrollment of newly integrated city-wide government payment systems and monitor performance
11. Liaison for Operations with Central Office support teams (Finance, HR, IT, Legal) on various projects including implementation of DHS Model Budget, updating and developing standard operating policies and procedures for shelters and other programs, rationalizing job descriptions and requirements, etc.

Project Management (as needed)

1. Take leading role on new projects
2. Organize and manage meetings with disparate departments within HELP to ensure project begins in an efficient manner
3. Develop integrative system(s) to be utilized by departments
4. Hand-off project to senior operations staff member
   
   

Schedule Management

1. Efficiently maintain calendars and appointments with complex scheduling
2. Plan and manage all travel arrangements and associated expenses
3. Organize and coordinate conferences and monthly meetings

Budgeting and Finance

1. Create and update travel and expense reports
2. Reconcile petty cash account information and report figures in the general ledger by comparing them to bank account statements each month.
3. Review the annual operations budget and actual monthly spending to determine necessary adjustments for spending
4. Liaison with the Budget Department and Site/Program management to assist with the annual budgeting process for all programs
5. Produce, maintain, and update subcontractor forms and systems consistently (includes Subcontractor logs, Form 65A, PIP, and PASSPort)

Event Coordination

1. Working with our Development Team, coordinate social events (including annual Operations Black History Month event and seasonal celebratory events)

Requirements

• Minimum four years’ administrative support experience.
• Outstanding computer literacy, particularly with all Microsoft Office applications: Word, Excel, and PowerPoint.
• Friendly and professional demeanor.
• Outstanding oral and written communication skills.
• Strong organizational skills, with ability to multi-task with shifting priorities.
• Excellent follow-through skills and initiative.
• Ability to be a team player and interface with all levels throughout the organization.
• Knowledge of office systems and procedures, including use and troubleshooting of office equipment such as printers, copiers, and fax machines.
• High School Diploma or equivalent required, with an undergraduate degree preferred.