ADAPT Community Network is hiring: Executive Assistant in New York

Description:

Why Join ADAPT?

It's more than a job; it's a calling. It's where passion meets purpose. ADAPT Community Network, formerly United Cerebral Palsy (UCP) of NYC provides a multitude of services to people with developmental disabilities. At ADAPT, we are 3,000 strong, and it takes every one of us to empower the lives of the people we support. With caring and great resources at hand, we know what it takes to help people live fuller, happier, healthier lives. Our employees show their commitment to the people we support every day, and we all deliver on our promise to provide innovative and comprehensive services to individuals with developmental disabilities.

For your next career move, apply with us at ADAPT Community Network! Wherever you work among our many locations around New York City, ADAPT offers paid training, competitive benefits, and we foster a team culture of learning, support, collaboration and career growth.

SUMMARY

Under general direction, is responsible for performing office management, administrative and secretarial tasks in support of the Senior Vice President of the department and the department as a whole. Performs a variety of complex, responsible, administrative and secretarial duties through frequent use of independent thought and judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities of the Executive Assistant will include, but are not limited to the following:

• Performs office management tasks, requiring prioritization and assignment of work for other clerical or secretarial staff and providing technical guidance to same; coordination of information from and acting as liaison to other departments.
• Utilizes independent judgment in order to conceptualize and implement systems and procedures for operation of office.
• Arranges schedule of appointments for Senior Vice President, exercising discretion in committing time and in referring caller or visitor to another appropriate source of information or service.
• Answers telephone and screens calls for Senior Vice President.
• Directs all important situations, inquiries and questions to appropriate party.
• Prepares from brief oral instruction, written draft or composes correspondence requiring discrimination and judgment in selection of data or interpretation of regulation or agency policy.
• Types memos, policies, minutes, etc. on agency-provided computer.
• Compiles a variety of narrative and statistical reports, locating sources of information, devising forms, needed to secure data; determines proper format for finished reports; and may edit draft reports for grammatical and punctuation errors.
• Takes minutes of management, Board of Directors and other confidential meetings
• Maintains office supply inventory, ordering supplies by originating requisitions and monitoring receipt of supplies.
• Receives, reads, sorts and distributes incoming mail and packages.
• Manages billing and processing invoices for trainings, purchases, temp and contract staffing, etc. needed for the department.
• Screens incoming mail and brings priority items to supervisor’ immediate attention.
• Establishes, maintains, revises and updates a filing system for the department.
• Performs photocopying and collating as needed.
• Sets up coffee and other refreshments for meetings as requested.
• Serves on agency committees as requested.
• Performs ongoing administrative tasks such as setting up conferences, meetings, luncheons.
• Performs other related duties as requested.

Requirements:

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, write, speak and understand English
• Excellent interpersonal skills are required in order to interact effectively with employees, co-workers, other departments, outside contacts, Board Members etc.
• Due to sensitive nature of the position, must be able to maintain the strictest confidentiality.
• Ability to work independently and handle multiple tasks simultaneously.
• Fully conversant with agency selected word processing, spreadsheet computer software programs and E-Mail system.
• Excellent organizational skills
• Ability to type correspondence and other documents in a variety of formats at a speed necessary for job performance.
• Knowledge of modern office practices and procedures including business correspondence, record keeping systems and office equipment
• Excellent oral and written communications skills
• Must pass agency computer-based software typing examination
• Knowledge of Microsoft Suite and Office 365 is preferred

EDUCATION and/or EXPERIENCE

• College degree preferred
• At least five years of comparable work experience

COMPENSATION: $65,000 Annually + Industry-Leading Benefits!

SCHEDULE: Monday-Friday, 8AM-4PM. This is an in-person position, based out of our downtown Manhattan office. May be required to work out of other locations, if additional support is needed, on occasion. Hybrid opportunity may be available following orientation, training, and probationary period is complete.

At ADAPT, we value diversity, equity, inclusion, accessibility, and belonging. We strive to ensure that our employees are comfortable bringing their whole, authentic self to work and that the people we support can also be their authentic selves. We value diverse backgrounds, opinions, ideas, and ways of thinking. We aim to build an inclusive and diverse workforce that is empowered and supported with leaders who create diverse and inclusive teams. We continuously seek opportunities for the organization to foster a more positive, respected, united, and collaborative culture.

ADAPT Community Network is proud to be an equal opportunity employer and is committed to creating an inclusive environment for all employees. Qualified candidates of diverse ethnic and racial backgrounds and status are encouraged to apply for vacant positions at all levels.