The primary function of the Executive Assistant is to provide administrative support to the CEO, including scheduling, drafting communications, managing email, organizing meetings, answering phone calls, coordinating travel arrangements, and additional administrative tasks assigned by the CEO as needed.
Key Responsibilities:
General Administrative Support:
o Provide general administrative support to the CEO.
o Answer and direct phone calls, take messages, and handle inquiries professionally.
o Assist in managing and organizing electronic files.
Communication:
o Draft, edit, and proofread correspondence, reports, and other documents as needed.
o Manage incoming and outgoing communications, including emails and mail.
o Manage the staff inbox and route member queries to the appropriate department/staff when Community Engagement Coordinator is on vacation.
Scheduling and Coordination:
o Coordinate and schedule appointments, meetings, and events for the CEO.
o Keep track of RSVPs for internal and external meetings and events.
o Arrange logistics for meetings, including room setup, audiovisual equipment, and catering when necessary.
o Organize council and board meetings, lunches and dinners.
Data Entry and Record Keeping:
o Maintain accurate and up-to-date records, databases, and contact lists.
o Assist in data entry and ensure data integrity in organizational systems.
Financial Support:
o Assist with basic financial tasks, such as processing invoices, expense reports, monthly reconciliation, and maintaining financial records.
o Collaborate with the finance team to ensure accurate record-keeping.
Project Support:
o Provide administrative support for special projects as assigned by the CEO.
o Collaborate with team members to ensure project deadlines are met.
Qualifications:
· 5 years experience as an administrative assistant or in a similar role.
· Proficient in Microsoft Office Suite and other relevant software.
· Strong organizational and time-management skills.
· Excellent communication skills, both written and verbal.
· Ability to handle confidential information with discretion.
· Flexibility and adaptability in a fast-paced environment.
· Prefer candidates who live in NY, CT or NJ area.
· Hybrid position but with some in person work from Manhattan office as needed. To Apply: Please submit your resume and cover letter to jobs@authorsguild.org.
The Authors Guild is an equal-opportunity employer and encourages applicants from all backgrounds to apply.