Executive Assistant

Environmental watchdog organization based in Albany, New York, seeks a full-time Executive Assistant. 

Environmental Advocates of New York's mission is to protect our air, land, water and wildlife and the health of all New Yorkers. Based in Albany, we monitor state government, evaluate proposed laws, and champion policies and practices that will ensure the responsible stewardship of our shared environment. We work to support and strengthen the efforts of New York's environmental community and to make our state a national leader.

Position Overview: 

The Executive Assistant is a full-time non-exempt position who reports to the Executive Director. This staff member will be responsible for providing high-level administrative support to the Executive Director, receiving guests, answering telephone inquiries, handling information requests and directing these to appropriate staff members, maintaining records and files for the Executive Director, as well as scheduling and providing logistical support for meetings attended by the Executive Director. Some travel will be required.

Responsibilities:

Executive administration:

• Keep Executive Director's calendar and schedule meetings as requested.
• Assist Executive Director with preparing correspondence, arranging telephone calls, and managing relationships with board members, donors, foundations officers, and others as needed.
• Ensure Executive Director is adequately prepared and has proper materials needed for meetings.
• Attend meetings with the Executive Director, or on behalf of the Executive Director, as needed.
• Make travel arrangements for Executive Director and for senior staff members, as needed.

Board administration:

• Serve as the point of contact for the coordination of Board meetings as well as those of committees, sub-committees, and/or working groups of the Board of Directors. Prepares agenda, minutes and other documentation for these meetings.
• Plan and coordinate logistics for meetings of the Board of Directors as well as any committees, conference calls, or ad hoc meetings of board members. Determine meeting needs such as space and location, transportation, meals and refreshments, and equipment and supplies. Responsible for distribution of agenda, confirmation of participants, and reproduction and distribution of documents or informational materials. Coordinate all administrative follow-up, including minutes, meetings and record maintenance.
• Prepare meeting minutes for the Board of Directors, with a special emphasis on resolutions, initiatives and/or special assignments resulting from the meeting.
• Maintain records of the Board of Directors, including terms of service, committee assignments, attendance records, contact information, emails lists, and adopted board policies and resolutions.

Data Entry:

• Maintain daily, weekly and monthly cash logs.
• Enter information for the Executive Director into the member database.
• Enter data on staff time allocations from time sheets.

General office administration:

• Answer phones and handle information requests to ensure callers are screened and transferred to the appropriate staff member.
• Greet and assist office visitors and maintain an organized and welcoming appearance in the office.
• Maintain and circulate weekly staff calendar that summarizes staff availability and travel schedules.
• Schedule availability of the conference room.
• Sort, date stamp and deliver all incoming mail and faxes.
• Open mail addressed to the Executive Director and assist with prioritizing responses or redirecting mail to appropriate staff.
• Copy checks and grant contracts immediately upon receipt.
• Facilitate outgoing Federal Express deliveries.
• Conduct weekly inventory of office supplies.

Qualifications: 

• 5 years work experience in related positions providing logistical and administrative support to mid- or senior-level managers in a corporate, government or nonprofit organization office environment.
• Bachelor's degree in the area of business administration, communications or related field or certification from an executive assistant training program.
• Excellent oral and written communication skills.
• Proficiency with Microsoft Office products, particularly Outlook, Word and Excel.
• Ability to conduct basic analysis of written and numerical information.
• Outstanding attention to detail and organizational skills.
• Positive attitude, flexibility, punctuality and accuracy.
• Valid New York State driver's license.

Compensation: $25,000 - $35,000 commensurate with experience, excellent health benefits, retirement savings including an employer contribution, and a vibrant, fast-paced work environment.

To Apply:

To apply please send resume, cover letter, writing sample and at least 3 references via email to Robert Moore, Executive Director.

Environmental Advocates of New York is an equal opportunity employer.