Executive Assistant

Overview

To provide high\-quality administrative support to the International Philanthropy team based both in the US and overseas. This role is vital in ensuring smooth daily operations, managing complex schedules, and providing exceptional customer service. The ideal candidate must have experience working with a 501(c)3 organisation. They will be proactive, detail\-oriented, and possess excellent communication skills, with the ability to handle multiple priorities efficiently. NOTE: Must be based in or very near New York due to the need for occasional client visits. Please do not apply if you do not live in or near New York

Duties

• Assist the management team with scheduling, organisation, and administrative tasks
• Draft, review and send communications on behalf of US Charity Management team members
• Reminding the US Charity Management team of important tasks and deadlines
• Organise and prepare for meetings, including gathering documents and attending to logistics of meetings
• Managing information flows in a timely and accurate manner.
• Typing, compiling, and preparing reports, presentations and correspondence
• Answer and respond to phone calls, communicate messages and information for key members of staff
• Prioritise emails and respond when necessary
• Coordinate travel arrangements if and when necessary
• Managing databases and filing systems
• Assist with one\-off projects, such as research
• Assist US Charity Management Account Managers with administrative tasks including:
• Onboarding clients \- create files, collect information, add record to Zoho CRM, send agreement, coordinate invoicing
• Agreements \- Draft client agreement into C\&Y template, ensure agreement includes applicable services and rates, dispatch for signature via ZohoSign, create corresponding Deal in Zoho CRM and coordinate with Finance for invoicing
• Sharefile organisation \- Set up \& update folders, review locations/document names, update templates as necessary
• Zoho input \- input new clients/update existing clients as necessary. o
• On\-the\-ground tasks for US clients

Qualifications

• Must have experience working within a 501(c)3 and 990 filings

* Proven experience as an executive assistant or in a similar administrative role within an office environment

• Exceptional self\-motivation, with the ability to learn quickly and take on tasks outside of skill set
• Tact and diplomacy
• Strong organisational and well\-developed communication skills ·
• The ability to be proactive and take the initiative
• Excellent ability to prioritise workloads with remote oversight and a capacity to meet deadlines
• Proven ability to work as part of a global team; occasional communications outside of regular office hours may be required due to coordination across time zones

Job Type: Full\-time

Pay: Up to $80,000\.00 per year

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Application Question(s):

• Do you have experience working for a 501(c)3 organisation?

Location:

• New York, NY (Required)

Work Location: Remote