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Fund for Public Health in NYC · 4 hours ago

Executive Assistant (Temp)

New York, NY

Full-time

Hybrid

Mid Level

$31.73/hr - $31.73/hr

4+ years exp

The Fund for Public Health in New York City (FPHNYC) is a non-profit organization dedicated to advancing the health and well-being of New Yorkers. The Executive Assistant role is essential for providing administrative support to the Chief of Staff and Deputy Chief of Staff, managing office operations, and ensuring effective communication within the Commissioner’s Office.

Health CareNon Profit

Work & Life Balance

Responsibilities

Maintains various office calendars, schedules office meetings, maintains office files and archives including electronic files, updates internal databases, spreadsheets, and memoranda

Manages inventory of supplies and equipment including preparation of Purchase Orders and renewal of documents in support of the Operations Coordinator

Maintains the Commissioner’s Office and the agency’s organization charts, and logs agency documents that require Commissioner Office approval such as the Letters of Support and Travel Requests

Supports the Operations Coordinator in making travel arrangements by compiling required documents in respective shared drive folders and submitting documentation to the travel desk, providing approvals, tracking items on the travel dashboard, and providing follow-up

Reviews all department incoming mail and legal correspondence, to determine their significance and facilitate their distribution to relevant staff

Acts as back up to the Operations Coordinator, managing department requisitions, food orders, office supply requests, facilities maintenance requests, and service request tickets

In coordination with the Chief of Staff and Deputy Chief of Staff, approves agency travel requests, City Hall travel requests, letters of support and conflict of interest forms

Serves as point of contact with all Divisions regarding administrative matters, including adding the Commissioner’s signature to documents and memos in a timely fashion, requests for the Commissioner to join internal Divisional meetings, and tracking of senior staff vacations

Adds the Commissioner’s signature to documents, saving them in the shared drive, and emailing finalized document to the relevant staff member

Provides support to Executive Assistants by managing other calendars as needed, including coordinating with individuals that the Commissioner wants to meet with, scheduling meetings, and managing complex and last-minute calendar changes

Reporting out and escalating complex scheduling issues to the Chief of Staff and/or the Deputy Chief of Staff and their special assistant

Provides excellent customer service to internal and external stakeholders as the face of the Commissioner’s Office

Performs other related assignments and special projects as needed

Qualification

Microsoft OutlookMicrosoft Office SuiteAnalytical skillsOrganizational skillsProject managementWritten communicationVerbal communicationInterpersonal skillsProblem-solving skillsTime management

Required

College degree and four years of clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work

Strong knowledge of Microsoft Outlook and Office Suite

Excellent analytical skills with attention to detail

Strong written and verbal communication abilities

Strong organizational skills with good follow-through to complete assignments within specified timeframes

Preferred

Strong planning and project management skills

Excellent interpersonal, communications (both oral and written), presentation, editing and research skills

Exceptional prioritization and time management skills with demonstrated ability to manage a diverse and demanding workload in a fast-paced environment

Ability to build and maintain effective working relationships across programs and with outside agencies

Solution oriented, with robust problem-solving skills

Commitment to anti-racism, social justice, and equity

Embraces ambiguity and has a willingness to 'roll up their sleeves'

High degree of self-awareness, humility, and diplomacy

A self-starter, comfortable working independently as well as in teams

Experience working with executives and C-suite leaders