Primary:

• Support the day-to-day operations of Office of the CEO by providing timely, streamlined communication and follow-up, with utmost attention to detail.
• Maintain the Chief of Staff’s calendar, schedule and confirm meetings, conference calls, and travel. Manage all calendar requests in a timely manner. This may involve one-on-one meetings or multi-party meetings, with internal and/or external constituents.
• Coordinate executive travel and hotel arrangements for the CEO and Chief of Staff. Coordinate and confirm security arrangements as needed. Monitor and modify as needed prior to and throughout the duration of the travel period. Track business expenses. Process travel expense reimbursements. Prepare detailed itineraries and ensure that all involved parties receive the necessary documents in a timely manner.
• Participate in weekly calendar reviews with Office of the CEO and development teams.
• Respond to Chief of Staff emails as directed. Provide information and refer as needed to appropriate staff members. Ensure timely follow up.
• Draft routine correspondence for Chief of Staff as requested. Review and edit, as necessary, select documents to be sent out under Chief of Staff signature.
• Communicate with internal and external stakeholders, in writing and/or by phone, on matters relating to Office of the CEO, including scheduling, logistics, briefing documents, and other supporting matters as they may arise.
• Assist in preparing daily briefing book for the CEO and confirm all corresponding materials for travel are received in a timely manner.
• Coordinate with, and assist, Senior Executive Assistant – Office of the CEO; provide back up support as needed.
• Provide input and participate in process and technology projects to further improve workflow within the Office of the CEO.
• Implement special projects as requested by Office of the CEO and follow through to successful completion.
• Duties may include assisting with event/meeting planning by coordinating registration, materials preparation, and possible on-site administrative support.

Secondary:

• Order office supplies and maintain supply of ADL marketing materials so items are always on hand for Executive Office use.
• Provide guest lists to security for screening.

Skills:

• Proficiency with Microsoft Office Suite including Word, Outlook, Excel and PowerPoint.
• Working knowledge of conference call and video meeting technology.
• Proficiency with Slack preferred.
• Superior organizational skills and ability to multi-task.
• Highly effective problem-solving skills.
• Strong communication skills; confident interacting across all levels of the organization and with external constituents.

Attributes:

• Outstanding levels of tact, diplomacy, and confidentiality.
• Is calm and effective under pressure.
• Strong attention to detail and follow up.
• Enjoys working in a team environment.
• Highly effective problem-solving skills.
• Anticipates needs and is proactive.
• Passion for ADL’s mission.

Work Experience:

• The ideal candidate has a minimum five years working in a professional office, with several years as an executive assistant.
• Previous experience supporting C-level executives, or dedicated CEO support, is strongly preferred.

Education:

• An Associate’s degree or equivalent experience is required; a Bachelor’s degree is preferred.

Work Environment:

• ADL COVID-19 Protocol (updated periodically): ADL is adhering to public health guidance regarding COVID-19. ADL will require that all employees are vaccinated with exceptions for medical and religious accommodations. ADL is requiring proof of vaccination. ADL is a hybrid environment; this role may require 3 days in the office.

Compensation:

• This position has a salary range of $52,000 to $84,000. This salary range is reflective of a position based in New York, New York. Please note that actual salaries are commensurate with experience and reflect the budget for a given position, and since ADL has a location-based compensation structure, there may be a different range for candidates in other locations. For an overview of our total rewards package, please visit https://www.adl.org/about/careers.