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Position Summary
The Executive Assistant plans and coordinates a wide variety of administrative and operational tasks to support the Finance & Administration Department.
Department: Finance & Operations
Reports To: Chief Financial Officer
Location: 305 7th Avenue, New York, NY 10001
Hours: 35 Hours/Week, Exempt
Salary Range: $66,181 – $73,535
Major Duties and Responsibilities
- Schedule and coordinate meetings for the CFO and Controller.
- Generate letters and correspondence for the department.
- Respond to and follow up on finance-related inquiries from other program areas and stakeholders.
- Maintain daily cash receipt records for all agency checks; distribute and scan copies to relevant staff.
- Manage banking relationships and ensure proper documentation and reporting for all bank accounts.
- Administer individual bank accounts for residents in care.
- Assist in gathering documentation for agency audits as requested by the CFO and Controller.
- Maintain finance manuals, policy documents, and other financial records.
- Distribute all finance-related mail.
- Oversee general office duties and maintain office equipment.
- Take minutes for all Finance & Operations meetings.
- Manage and control Finance petty cash.
- Conduct agency petty cash audits.
- Assist with agency switchboard and mailings.
- Coordinate Finance & Operations team lunch reception coverage on Wednesdays (12:30 PM – 1:30 PM), including staff from AP, Revenue, Contract, and Finance.
- Provide support to Executive Office functions as needed.
Qualifications
- Detail-oriented and professional with excellent communication skills.
- Minimum of 5 years of experience as an Executive or Administrative Assistant supporting senior executives.
- Ability to maintain confidentiality, exercise good judgment, and demonstrate diplomacy.
- Strong verbal and written communication skills for effective internal and external interactions.
- Flexible and able to adapt to changing priorities; works well under pressure.
- Ability to type 50-60 wpm and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Advanced Excel experience with ability to create/modify charts, and tables of data.
- High School diploma required.
- Notary preferred.
