Executive Assistant

Salary: $30.22/hour - 35.71/hour

Position Summary

The Health & Wellness Executive Assistant provides comprehensive administrative and operational support to the Vice President of Health & Wellness and the division's senior leadership team. This role is responsible for coordinating executive calendars, supporting division-wide communications, preparing reports and presentations, managing administrative operations, and facilitating projects that advance the division's strategic priorities. The ideal candidate is highly organized, detail-oriented, and resourceful, with exceptional communication, organizational, and problem-solving skills, and the ability to manage multiple priorities while handling confidential information with professionalism and discretion.

Children's Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

Executive and Administrative Support

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Provide comprehensive administrative support to the Vice President of Health & Wellness and senior leadership team.
• Manage complex calendars, schedule meetings, conferences, travel, and virtual meetings while ensuring leadership is prepared with agendas, briefing materials, and supporting documentation.
• Coordinate conference registrations, travel arrangements, and meeting logistics for division leadership.
• Prepare meeting agendas, record meeting minutes, track action items, and follow up on deliverables.
• Screen incoming calls, correspondence, and inquiries, responding appropriately or directing them to the appropriate individual or department.

Project Coordination and Operational Support

• Coordinate division-wide administrative activities, projects, and operational initiatives to support efficient day-to-day operations.
• Develop, maintain, and monitor tracking systems, spreadsheets, dashboards, reports, and other tools to support leadership decision-making and operational planning.
• Coordinate the preparation and timely submission of internal and external reports.
• Assist with onboarding activities for new Health & Wellness staff in collaboration with Human Resources and division leadership.
• Maintain committee rosters, distribution lists, and other division records.

Communications and Document Management

• Prepare, format, edit, and distribute presentations, reports, correspondence, and other executive communications.
• Establish, organize, and maintain confidential electronic and physical filing systems to ensure accurate recordkeeping and efficient document retrieval.
• Serve as a liaison between the Health & Wellness Division, other Children's Aid departments, and external partners while maintaining professionalism and confidentiality.

Office Administration

• Coordinate conference room reservations and ensure meeting spaces are properly prepared, including audiovisual and teleconferencing equipment.
• Manage office supply inventory, equipment distribution, and administrative resources for the division.
• Support front desk and reception activities as needed, including greeting visitors, answering phones, processing mail, and maintaining common office equipment.
• Provide cross-coverage for other administrative staff, including the Fiscal Administrative Assistant, as needed.

Compliance and Collaboration

• Maintain the confidentiality of sensitive personnel, financial, and operational information while exercising sound judgment and discretion.
• Ensure compliance with all applicable privacy laws and organizational policies, including HIPAA and other confidentiality requirements.
• Foster collaborative working relationships across the Health & Wellness Division and provide administrative support for division-wide initiatives.
• Perform other duties and special projects as assigned in support of the Health & Wellness Division.

Minimum Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or a related field preferred.
• Minimum of three (3) years of progressively responsible administrative or executive support experience, preferably supporting senior leaders within a healthcare, nonprofit, public sector, or human services organization.
• Experience coordinating executive calendars, meetings, travel, reports, presentations, and multiple projects simultaneously in a fast-paced environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience creating reports, spreadsheets, dashboards, and tracking systems; experience with quantitative reporting or data analysis preferred.
• Experience supporting organizations funded through government grants or working within healthcare or public funding environments preferred.
• Excellent written, verbal, and interpersonal communication skills with the ability to prepare professional correspondence and executive-level materials.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and the ability to manage competing priorities.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and effectively collaborate with senior leaders, colleagues, and external stakeholders.
• Self-directed, resourceful, and able to work independently while contributing positively to a collaborative, team-oriented environment.
• Commitment to Children's Aid's mission and dedication to improving outcomes for children, youth, and families.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.