Executive Assistant

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~ Blue Marble Project,
founded in 2010, is a public interest consultancy working with both for-profit
and not-for-profit clients to make their goals of environmental protection a
reality. ~

The work includes environmental and regulatory research, advocacy,
network and coalition building, media outreach, fundraising, and design and
execution of political and campaign strategies. (Note: BMP’s website is under
construction.)

Position Overview 

Seeking an Executive Assistant to an independent environmental advocacy and strategy consultant. As the Executive Assistant, you will manage the day-to-day operations of a startup "eco-political" firm, working directly with the President and a small staff.

This includes managing the workflow of the firm, the President's schedule and "to do" list, as well as administrative tasks that enable the President to minimize time spent on professional and personal clerical and administrative tasks. In this crucial role, your goal will be to assist, organize and support the President's heavy workload on multiple projects. 

Responsibilities

• Manage the president's calendar; schedule,
  organize and follow up on large volume of meetings with high profile contacts;
  compile and distribute meeting minutes; prepare meeting briefs in advance of
  high profile engagements
• Bookkeeping, including recording revenue and
  expenditures, managing multiple bank and credit card accounts in QuickBooks;
  manage cash flow, check writing and fund transfers; produce monthly budgets
  (for president’s review and approval)
• Record keeping, including relevant tax documents
  (for use by outside accountant to prepare tax returns); organization of
  documents and financial summaries
• Produce and submit invoices, including expense
  reimbursements, for billing clients
• Track the President’s task list; assist the
  President in meeting deadlines and following up on meetings and requests
• Oversee HR processes, including searches,
  hiring, payroll, insurance, etc.
• Help prepare memoranda, grant reports,
  occasional research reports; proofread documents for grammar, punctuation, and
  spelling
• Handle professional and personal clerical tasks
  (e.g., paying bills, scheduling appointments, data entry, filing) for the
  President
• Make travel arrangements; and respond to mail
  and email correspondence
• Manage contracts and contract compliance for
  clients and subcontractors
• Manage all lobbying reporting, as needed
• Maintain physical and electronic filing systems
• Manage all facility, telecom, computer
  maintenance requests and office supply orders
• Maintain/update social media platforms and web content
  for the firm and clients
• Perform ad hoc projects as needed

Qualifications

The individual filling this position must be highly organized and detail oriented,
energetic, dependable and good-natured and good-humored, driven by a desire to help
the firm and the president accomplish significant environmental goals.

Working
behind the scenes, you must be adept at “managing up,” multi-tasking and
facilitating effective and professional communication among the staff and with
the firm’s clients, partners and colleagues. This firm offers a dynamic working
environment and the opportunity to work alongside a respected and influential
leader in the environmental field.

Required:

• A minimum of a bachelor's degree
• Strong proficiency in Mac systems and MS Office
  Suite
• Minimum 1 year of administrative experience
• Strong interpersonal skills
• Highly organized and detail oriented, with
  ability to complete tasks on deadline
• Strong writing and communication skills
• Ability to manage multiple responsibilities and
  projects with competing priorities and deadlines
• Ability to maintain confidentiality and use
  discretion, tact and good judgment
• Ability to work independently in the absence of
  specific instruction, and use one’s initiative in ensuring tasks are completed
• Experience managing social media profile and web
  content
• Demonstrate creativity and resourcefulness in
  problem solving
• Willingness to work at night and on weekends in
  a crunch

Strongly preferred:

• Minimum 1 year of bookkeeping experience; high
  proficiency in QuickBooks
• Willingness to commit to two years in position
• Background in environmental issues and campaigns
• Familiarity with NY State and Federal business
  laws and tax codes, e.g. NY State Dept. of Labor hiring processes, etc.

Position Details

• Full time, salaried position
• Location: 1115 Broadway (across the street from
  Madison Sq. Park); some flexibility re: telecommuting
• Target start date: April 1, 2014 (or earlier)

• Paid Vacation: 3 weeks to start (two weeks plus
  Christmas-New Year’s week) + all federal holidays (two of which are swappable
  for religious observation days)
• Paid sick/personal leave policy
• Health benefits TBD: negotiable as part of
  compensation package

To Apply

Please use the email address below to send a resume and cover letter, with salary
history, as attached documents to David Craig. No phone calls, please.

~ Blue Marble Project is an equal opportunity employer ~