Executive Assistant & Office Manager

Location: New York, NY

Type: Full Time

Min. Experience: Mid Level

Our Organization:
We are a growing research and consulting not for profit organization, based in the Financial District in lower Manhattan, which is seeking an individual who is experienced in administration and executive support. We offer a dynamic and unique working environment, with a team of highly accomplished individuals who are seeking to make a powerful and positive impact in the world.

 

Position Overview:

We are looking to add an organized self-starter to take ownership of the duties of supporting our Directors and assist with general Administration, improving overall office management and contributing to a strong, vibrant and effective team. 

 

Responsibilities

Executive Support and Scheduling: Provide administrative support for our busy Directors and Chief of Staff, helping manage their time effectively and providing support with ongoing projects and business development. At a minimum, this position will include:

  • Schedule internal and external meetings for the directors, including all-team meetings, trainings and events.
  • Keep contacts details up-to-date, entering and retrieving data from Salesforce.
  • Assist with travel arrangements (both domestic and international) and any necessary visa applications.
  • Track expenses and prepare reports on behalf of the Directors.
  • Work closely with Chief of Staff to assist with a wide-ranging portfolio of internal projects and business development opportunities.

Office Management: Assisting with the smooth running of the office. Tasks may include:

  • Serve as a receptionist, handing general inquiries (via phone and email) and greeting visitors.
  • Ordering office supplies, equipment, computers, and refreshments.
  • Assist as necessary with the preparation of reports and compliance requirements.

Additional tasks as assigned.

Required Qualifications

  • At least three years of experience of executive support. Note: comprehensive experience of scheduling & arranging travel is a strict requirement
  • Bachelor’s degree and strong academic record
  • High level of proficiency with MS Office, Google Business Apps software and Salesforce 
  • A natural problem-solver with excellent prioritization skills, successfully managing competing priorities and multiple deadlines, with high attention to detail
  • Superb interpersonal and communication skills (written and oral) and experience with client/customer relations
  • Ability to work independently, while retaining a positive attitude and approachable demeanor
  • Proactive self-starter who displays ownership for all responsibilities, including a strong level of discretion and judgment when dealing with sensitive or confidential information.
  • Ability to work on a flexible schedule when required by workflows, which could include occasional evenings and weekends.
  • Willingness to take on additional responsibilities as ideas42 continues to grow

Additional Desired Qualifications

  • Strong computer and IT support skills and a willingness to take on additional IT-oriented tasks
  • Interest in behavioral science and the ideas42 mission.
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