Executive Assistant

We’re currently looking for an executive assistant to support our Executive Director and MyOmbudsman team.

Make sure to read the full description below, and please apply immediately if you are confident you meet all the requirements.

The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail.

This person should have experience working in an office environment, performing administrative duties, and providing support to organizational leaders.

Given the dynamic nature of the non-profit landscape, the ability to be both flexible and consistent while maintaining the confidentiality of high-level systems and operations is important.

Objectives of this role :

• Support the Executive Director primarily and the MYOmbudsman Director and team members, as directed, to ensure that organizational goals and objectives are accomplished and that operations run efficiently.
• Coordinate internal and external resources to expedite workflows and manage communication with employees by liaising with staff and external contacts on various projects and tasks.
• Plan and orchestrate work to ensure that the Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld.

Responsibilities :

• Manage professional scheduling for Executive Director, including agendas, mail, email, phone calls, client management, and other organizational logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior management staff.
• Manage travel logistics and activities, including accommodations, transportation, and meals for staff as needed.
• Provide administrative and office support, such as note-taking, document and spreadsheet creation, vendor relations, ordering of supplies, maintenance of filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials.
• Provide logistical support for in-office events.
• Provide backup support when needed for the MyOmbudsman intake calls.

Required skills and qualifications :

• Four or more years of experience in an administrative role reporting directly to upper management.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Preferred skills and qualifications :

• Experience in overseeing budgets and expenses.
• Experience working within non-profit organizations.
• Familiarity with project management software.

This is a 40-hour per week position consisting of 3 in-office days and 2 remote days each week. 3 weeks of paid vacation and 2 weeks of paid sick time per year and 13 paid holidays per year.

Other benefits include : fully paid dental and life insurance coverage, reimbursement of health insurance premium costs, 403B Retirement plan with matching contribution and commuter / parking benefits.

We are committed to meeting the accommodation needs of employees with disabilities. Candidates of color, LGBTQ+ candidates, multilingual candidates, and candidates with disabilities are strongly encouraged to apply.

Please submit a letter of interest along with your resume.

J-18808-Ljbffr