Executive Assistant- Bilingual

Health And Welfare Council Of Long Island

Job Location:

Huntington Station, NY - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

The Health and Welfare Council of Long Island (HWCLI) is a private not for profit health and human services planning research/public education and advocacy organization that serves as the umbrella for public and non-profit agencies serving Long Islands poor and vulnerable individuals and families.

HWCLI seeks an energetic passionate nurturing and socially conscious individual to provide executive support to the CEO and administrative and office support to staff in support of the organizations goals and plans.

Responsibilities:
Executive Assistant Support:

Provide high-level administrative support to the President/CEO
Liaise between the President/CEO and other staff to answer questions and resolve or refer concerns by proactively communicating those needs to the involved internal and external resources
Check CEOs calendar every day ensuring meeting set ups are completed prior to meetings materials are printed and CEO is prepared.
Maintains executives appointment schedule by planning and scheduling meetings conferences teleconferences and travel when requested.
Scheduling: Board & Finance meetings; events and meetings as requested by CEO.
Create and maintain filing system for CEO and important office documents.
Organize and attend meetings/events greet people take minutes and ensure all records are prepared and managed.
Routinely prepare and mail thank you letters to thank speakers panelists and others who work with the organization.
Working with network of nonprofits to strengthen communication record and pursue dues and provide support as needed.
Prepare reports as requested.
Engage in fundraising activities as requested.

Office Management/ Administration Support:

Keep track of master calendar of events
Managing appointments calls and greeting clients.
Order & Maintain supplies manage office tasks such as watering plants making coffee and creating a happy work atmosphere
Create and maintain filing system of important office documents.
Engage in vendor management: liaising with organizations vendors and identifying opportunities for more efficient services.
Answer hotline calls for services communicating effectively and thoughtfully to promote client engagement and comfortability in accessing services.
Distribute mail.
Monitor equipment (cell phones IT copy machine phones) and contact IT and other vendors for fixes as needed.
Routinely check supply stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Order food for events etc. taking care of travel arrangements and other administrative functions for office staff.
Assist with and provide key support in all aspects for conferences fundraisers and other events.
Liaison with building or public maintenance if needed.
Coordinate any retention/disposal of documents.
Engage in direct service work and prepare reports as requested.
Support the ongoing engagement and development work related to HWCLIs Network of Nonprofits including recording and pursuing dues and provide support as needed.
Assist with administrative tasks relevant to programs Board subcommittees coalitions and other ad hoc meetings including scheduling organizing and attending meetings/events greeting people taking minutes and ensure all records (sign ins) are prepared and managed.
Other administrative duties as needed

Qualifications Required Skills and Experience:

Strong desire to be an active team member in a social justice-driven team oriented human services environment.
High level of emotional intelligence (EQ) and communication skills.
Strong writing and editing skills and an ability to communicate to a variety of audiences.
Excellent organizational skills including ability to pay close attention to details and capacity to pivot in a continued hybrid work environment
Ability to take ownership of tasks from start to finish.
Strong research skills with focus on identifying creative solutions.
Comfortable working in a fast-paced environment.
Excellent organizational skills including ability to pay close attention to details.
Ability to manage multiple priorities take direction and meet deadlines.
Comfortability working independently and as part of a diverse team.
Desire to contribute to a dynamic creative and thoughtful office culture
Proficient in Microsoft Office and web-based database required.
Bachelors degree preferred.
Bilingual (English/Spanish) preferred.

Responsibilities:
Executive Assistant Support:

Provide high-level administrative support to the President/CEO
Liaise between the President/CEO and other staff to answer questions and resolve or refer concerns by proactively communicating those needs to the involved internal and external resources
Check CEOs calendar every day ensuring meeting set ups are completed prior to meetings materials are printed and CEO is prepared.
Maintains executives appointment schedule by planning and scheduling meetings conferences teleconferences and travel when requested.
Scheduling: Board & Finance meetings; events and meetings as requested by CEO.
Create and maintain filing system for CEO and important office documents.
Organize and attend meetings/events greet people take minutes and ensure all records are prepared and managed.
Routinely prepare and mail thank you letters to thank speakers panelists and others who work with the organization.
Working with network of nonprofits to strengthen communication record and pursue dues and provide support as needed.
Prepare reports as requested.
Engage in fundraising activities as requested.

Office Management/ Administration Support:

Keep track of master calendar of events
Managing appointments calls and greeting clients.
Order & Maintain supplies manage office tasks such as watering plants making coffee and creating a happy work atmosphere
Create and maintain filing system of important office documents.
Engage in vendor management: liaising with organizations vendors and identifying opportunities for more efficient services.
Answer hotline calls for services communicating effectively and thoughtfully to promote client engagement and comfortability in accessing services.
Distribute mail.
Monitor equipment (cell phones IT copy machine phones) and contact IT and other vendors for fixes as needed.
Routinely check supply stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Order food for events etc. taking care of travel arrangements and other administrative functions for office staff.
Assist with and provide key support in all aspects for conferences fundraisers and other events.
Liaison with building or public maintenance if needed.
Coordinate any retention/disposal of documents.
Engage in direct service work and prepare reports as requested.
Support the ongoing engagement and development work related to HWCLIs Network of Nonprofits including recording and pursuing dues and provide support as needed.
Assist with administrative tasks relevant to programs Board subcommittees coalitions and other ad hoc meetings including scheduling organizing and attending meetings/events greeting people taking minutes and ensure all records (sign ins) are prepared and managed.
Other administrative duties as needed

Qualifications Required Skills and Experience:

Strong desire to be an active team member in a social justice-driven team oriented human services environment.
High level of emotional intelligence (EQ) and communication skills.
Strong writing and editing skills and an ability to communicate to a variety of audiences.
Excellent organizational skills including ability to pay close attention to details and capacity to pivot in a continued hybrid work environment
Ability to take ownership of tasks from start to finish.
Strong research skills with focus on identifying creative solutions.
Comfortable working in a fast-paced environment.
Excellent organizational skills including ability to pay close attention to details.
Ability to manage multiple priorities take direction and meet deadlines.
Comfortability working independently and as part of a diverse team.
Desire to contribute to a dynamic creative and thoughtful office culture
Proficient in Microsoft Office and web-based database required.
Bachelors degree preferred.
Bilingual (English/Spanish) preferred.