Executive Assistant Job at City Year
COVID-19 Notice
Our number one priority is the health and safety of our employees and AmeriCorps members and their families; our students and school partners; and the community at large from COVID-19. Proof of COVID-19 vaccination is required for employment and service – all staff members, including remote staff, and AmeriCorps members are required to be fully vaccinated* no later than their start date. If you are unable to be vaccinated for medical reasons or
sincerely-held
religious beliefs, we will consider requests for reasonable accommodation consistent with our policy, and where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Notwithstanding any language herein, City Year will comply with any state, local, or federal orders, statutes, or regulations that may conflict with the COVID-19 vaccination policy.
- Individuals are considered fully vaccinated 14 days after the completion of their primary vaccination series.
Active City Year Corps or Staff members must login to Workday/cyresource to apply internally.
Application Instructions
Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.
Work Location:100% On-Site
Position Overview
The Executive Assistant will directly support the Executive Leadership Team (Executive Director, Managing Director of Impact Director of Development, Director of People & Operations) through high-level administrative and logistical support. The EA will focus on flexibly and responsively addressing day-to-day and longer-term needs to sustain the efforts of the Executive Leadership Team, site goals and operations of the site.
The ideal candidate is a highly organized, detail-oriented, and relational professional who has experience supporting executives and loves being the person behind the scenes to ensure things run smoothly. This person can see the big picture, understand organizational priorities, and distill that into clear to-do items and calendar priorities for the Executive Director and sitewide meetings and events. This person is also a culture leader - someone who embodies City Year’s core values, cares deeply for this organization and our team members, and can influence and motivate others effectively.
This is a unique opportunity to operate at a high altitude within City Year San Antonio, gaining insights on all elements of what it takes to run a multi-million-dollar nonprofit organization. You will assist the Executive Leadership Team with key projects including development, operations, programs, and events. In this role, you will also play a significant role in culture through hiring, onboarding, and HR.
Job Description
Responsibilities:
- Work with Executive Director on administrative support, including scheduling meetings, conference calls, maintaining calendars, arranging travel, managing correspondence, and processing reimbursements and expenditures
- Support Executive Leadership with special projects and draft and manage a high volume of correspondence to internal and external constituents on behalf of Executive Team members
- Manage ED calendar, ELT Meetings, board meetings, and all staff calendars through coordinating key meetings, whole staff meetings, board meetings, etc.
- Prepare materials, research, and background information for conferences and meetings; arranging complex and detailed travel plans, itineraries, and agendas, assuming responsibilities for all logistics, including but not limited to board meetings
Support Site Operations Responsibilities As Needed (Including but not limited to):
- Budget & expense tracking: organize and monitor budget
- Manage purchases/requests through national and local vendor accounts and review and approve all site expense reports
- Office Management: Oversee general office management, including weekly inventory and ordering of office supplies Set up meeting spaces for in-person AmeriCorps member training days or in-person events
- AmeriCorps (ACM) Experience: Serve as 1 of 3 HR Points for AmeriCorps members and oversee onboarding of AmeriCorps member experience by managing overall coordination and communication for key aspects of ACM Experience
Qualifications
- Experience: At least 3-5 years of professional experience; Executive assistant or project management experience required
- Ability to juggle multiple projects simultaneously
- Excellent organizational skills
- Fast learner with an inquisitive mind and eye for detail
- Ability to work and interact with multiple, diverse stakeholders
- City Year and AmeriCorps alumni are encouraged to apply
- Technical Skills: Knowledge of Microsoft Excel, PowerPoint, and Word and corresponding Google Suite products, Understanding of reporting databases
Benefits
Full time employees will be eligible for all benefits including vacation and sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental and vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document.
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Employment at City Year is at-will.
City Year does not sponsor work authorization visas.
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