Executive Assistant and Office Coordinator

Description

The Harold Grinspoon Foundation (HGF) is seeking an Executive Assistant to PJ Library’s Chief Philanthropy Officer (CPO), serving also as Coordinator of the New York Office, with additional administrative support responsibilities for the Deputy Director of Advancement. This position will play an integral role on two fast-paced, dynamic teams, handling critical administrative responsibilities, supporting key donor, partner, and family relationships, and managing the operations of the New York Office.

Requirements

Executive Support (75%)

· Manage CPO’s calendar; schedule meetings on their behalf and coordinate meeting logistics (location, food, etc.)

· Manage and prioritize a high volume of information and requests to the CPO from staff and external partners.

o Track deadlines and assist in completion, as needed.

· Book domestic and international travel, manage all intervening logistics.

· Complete and submit expense reports for CPO. 

· Support Deputy Director of Advancement to track fundraising activity in Raisers Edge.

· Help plan and execute meetings, events, recognitions, and celebrations for the Advancement team.

Relationship management

· Correspond with major donors and key partners to schedule meetings on the CPO’s behalf.

· Draft correspondence and prepare ad hoc mailings to bolster relationships with donors, partners, and families.

· Compile and/or prepare materials (sometimes confidential information) for meetings, as needed. 

· Facilitate follow-up from meetings, events, and trips.

· Support and staff events as needed.

Office Coordination (25%)

· Receive office visitors and telephone calls; serve as the first point of contact for visitors, vendors, and building management.

· Process mail, including shelving and displaying new PJ Library books each month and shelving new books that come in.

· Help the PJ NY team with a variety of functions, including mailings, packing and unpacking from events, and offering support around large events.

· Order supplies and light food and drinks for the office.

· Be present in the New York office for donor visits, events, and guests.

· Have some technical proficiency as a “boots on the ground” liaison for IT.

Qualifications

· Must have a minimum of 3 years of experience as an Executive Assistant or related professional experience. 

· Maintain a high standard of professionalism through respectful communication, integrity, discretion, and positive organizational representation.

· Demonstrate the ability to work independently and collaboratively while partnering effectively with executives of diverse work styles.

· Be extremely detail-oriented with strong organizational and written/oral communications skills.

· Possess strong time management skills with the ability to juggle multiple projects at once.

· Operate with excellence in Microsoft Office products, especially Excel, Outlook, PowerPoint, and Word.

· Able to maintain sensitive information with the utmost discretion. 

· Proactive; thrive in a fast-paced environment.

· Knowledge of Raisers Edge preferred. 

· Interest in or knowledge of Jewish community preferred.

Location

This role is based in our New York City office in Midtown Manhattan and requires an onsite presence four days per week, with the expectation of working in the office five days per week, when needed.

Compensation 

A competitive salary ranging from $70,000–$80,000 annually commensurate with experience.