JOB SUMMARY:

The Executive Assistant provides diversified administrative services of a confidential and responsible nature to support the work of the Chief Executive Officer (CEO) and Board of Directors of Girl Scouts Heart of the Hudson, Inc. (GSHH). S/he assists the CEO to ensure the sound management of GSHH maintains efficient workflow on a day-to-day basis and interacts with all levels of employees and the public. The Executive Assistant performs responsibilities within the framework of GSHH’s overall policies, strategies, plans, and budget as approved by the Board of Directors.

JOB RESPONSIBILITIES:

• Provide a wide variety of administrative and staff support to the CEO, Officers of the Board of Directors, board committees, and task forces in accordance with established policies and procedures in a timely manner.

• Prepare documents, reports, and correspondence; maintain CEO’s calendar and appointment schedule; process mail; maintain files; answer and refer telephone calls, and ensure inquiries are answered.

• Coordinate activities such as meetings, board mailings, production, and distribution of materials.

• Book conference rooms for events, board, and committee meetings.

• Archive and maintain the retention system for GSHH documents including board of directors, board committees, and task group documents.

• Assist, draft and review correspondence/articles as assigned.

• Establish priorities and procedures to accomplish work assignments.

• Assist with other reports as necessary for CEO and other executive team members.

• Maintain a Customer Service focus for both internal and external stakeholders.

• Maintain all personnel files and records for the organization.

• Perform other duties as assigned by the CEO.

REQUIREMENTS:

• Bachelor’s degree and at least two (2) years administrative experience.

•Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Professional maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

• Forward looking thinker, who actively seeks opportunities and proposes solutions

• Strong workflow efficiency, general office, and business procedures.

• Strong Project Management

• Support GSHH’s dedication to promoting diversity, equity and inclusion.

• Flexible hours as dictated by the needs of the business for projects and meetings including nights/weekends.

• Able to lift up to 15 lbs.

• Extensive time sitting and standing.

• Advanced Proficiency of Microsoft Office Suite including but not limited to Word, PowerPoint, Excel, and Outlook.

• Extensive experience using a Customer Relationship Management system, Salesforce preferred, is a plus. Experience with a Business Intelligence tool, preferably Looker, is a plus.

• Must be able to travel to other offices, possess own car and valid driver’s license, on an as needed basis.

• Occasional out-of-the-area and overnight travel may be necessary to attend conferences.

Job Type: Full-time

Pay: $40,000.00 - $47,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan

Schedule:

• 8 hour shift
• Weekend availability

Ability to commute/relocate:

• Montgomery, NY 12549: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Outlook Calendar: 5 years (Required)
• Executive/Personal Assistant: 1 year (Required)

Work Location: Hybrid remote in Montgomery, NY 12549

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