Executive/Programs Assistant
Posted on: June 7, 2013Application deadline: June 28, 2013
Posted by: New York City Anti-Violence Project
DESCRIPTION
AVP envisions a world in which all lesbian, gay, bisexual, transgender, queer, and HIV-affected (LGBTQH) people are safe, respected, and live free from violence. AVP's mission is to empower lesbian, gay, bisexual, transgender, queer, and HIV-affected communities and allies to end all forms of violence through organizing and education, and support survivors through counseling and advocacy.
PRIMARY FUNCTIONS
The Executive/Program Assistant manages the daily operation of a busy victim service agency. The ideal
candidate will be experienced in handling a wide range of administrative and executive support related tasks
and will be able to work independently. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
DUTIES & RESPONSIBILITIES
The Executive/Programs Assistant serves as the front desk receptionist responsible for responding to crisis hotline and walk-in clients by referring them to appropriate staff members, and occasionally assessing for safety. Duties include but are not limited to, office management tasks, such as ordering supplies and monitoring office needs, and administrative tasks for the Executive Director and Finance Department.
Specific duties are outlined in the following manner:
Administrative
Executive Duties
Provide filing and administrative assistance to the Executive Director.
Responsible for calendar management in Outlook, requiring interaction with internal and external executives, board members, community members, as well as consultants, to coordinate a variety of meetings.
Prepare reports and/or documents as need and/or requested.
Maintain confidentiality and professionalism when handling sensitive information and situations.
Coordinate internal and external meetings, including monthly internal learning lunches.
Coordinate staff meeting facilitation and note-taking.
Office Operations
Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
Receive and distribute daily mail in accordance with outlined policies and procedures.
Facilitate the ordering of office supplies and/or equipment as needed.
Monitor and maintain inventory as outlined by agency standards and funder regulations.
Monitor AVP office equipment and utilities operations such as copy machines, printers and fax machines, and a/c units and electricity and coordinate response for repairs and/or replacement.
Manages space usage, and maintains aesthetic of office common spaces, i.e. conference room, lobby, kitchen.
Assist in establishing and maintaining relationships with vendors.
Assist with preparation of presentation and meeting materials.
Arrange travel schedule and reservations as needed. Maintain off-site storage unit.
Keep track of retention policy and file destruction/retention for HR, finance, board, and executive files.
Assist in facilitating the maintenance of a safe and accessible space by reviewing shared space configurations and making adjustments as needed/requested.
Coordinate and assist in the monitoring of fridge and kitchen cleaning.
Human Resources
Maintain time and effort documentation and prepare quarterly staff accrual reports.
Assist in maintenance of all HR documentation and employee related files.
Prepare office for new hires.
Finance
Serve as backup to Bookkeeper, including performing entry of financial information into FundEZ and check preparation.
Assist finance department in preparation for annual agency audit and funder site visits as needed.
Assist with preparation of grantor documentation and/or reports as needed.
Program-Related
Attend weekly supervision.
Attend bi-monthly full-staff meetings.
Attend department meetings as required.
Attend in-service trainings and external trainings/seminars as appropriate.
Assist with and attend AVP signature events.
Document program activity in a timely and appropriate manner.
Option to participate in committees, i.e. Pride, Trend Analysis, Communications
Organizational Relationships
Report to the Deputy Director, in charge of Finance and Administration.
Coordinate with Executive Director on scheduling and specific tasks.
Work closely with AVP staff in Client Services and Community Organizing/Public Advocacy and Development Departments, as well as with our community partners.
Other Duties as Directed by Supervisors
QUALIFICATIONS
Extensive experience working with LGBTQH survivors of violence.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and respect for confidentiality is crucial to this role.
Demonstrated experience and comfort level interacting and building sustainable relationships with diverse stakeholders such as CBOs, community members, government officials, law enforcement and courts.
Computer proficiency, especially in Microsoft Office Suite is essential.
Proven ability to maintain confidentiality and professionalism when handling sensitive information and situations.
Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
Bilingual in English and Spanish required.
Strong interpersonal skills.
HOW TO APPLY
Email (preferred method of application): csmith@avp.org (put "Executive/Programs Assistant" in subject line of email) or
By mail to: New York City Anti-Violence Project, 240 West 35th Street, Suite 200, New York, NY 10001or by fax to: 212-714-2627 No phone calls please.
Candidates will be notified if we are seeking an interview; because of high volume of responses it may not be possible to respond to all inquiries.
PRIMARY FUNCTIONS
The Executive/Program Assistant manages the daily operation of a busy victim service agency. The ideal
candidate will be experienced in handling a wide range of administrative and executive support related tasks
and will be able to work independently. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
DUTIES & RESPONSIBILITIES
The Executive/Programs Assistant serves as the front desk receptionist responsible for responding to crisis hotline and walk-in clients by referring them to appropriate staff members, and occasionally assessing for safety. Duties include but are not limited to, office management tasks, such as ordering supplies and monitoring office needs, and administrative tasks for the Executive Director and Finance Department.
Specific duties are outlined in the following manner:
Administrative
Executive Duties
Provide filing and administrative assistance to the Executive Director.
Responsible for calendar management in Outlook, requiring interaction with internal and external executives, board members, community members, as well as consultants, to coordinate a variety of meetings.
Prepare reports and/or documents as need and/or requested.
Maintain confidentiality and professionalism when handling sensitive information and situations.
Coordinate internal and external meetings, including monthly internal learning lunches.
Coordinate staff meeting facilitation and note-taking.
Office Operations
Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
Receive and distribute daily mail in accordance with outlined policies and procedures.
Facilitate the ordering of office supplies and/or equipment as needed.
Monitor and maintain inventory as outlined by agency standards and funder regulations.
Monitor AVP office equipment and utilities operations such as copy machines, printers and fax machines, and a/c units and electricity and coordinate response for repairs and/or replacement.
Manages space usage, and maintains aesthetic of office common spaces, i.e. conference room, lobby, kitchen.
Assist in establishing and maintaining relationships with vendors.
Assist with preparation of presentation and meeting materials.
Arrange travel schedule and reservations as needed. Maintain off-site storage unit.
Keep track of retention policy and file destruction/retention for HR, finance, board, and executive files.
Assist in facilitating the maintenance of a safe and accessible space by reviewing shared space configurations and making adjustments as needed/requested.
Coordinate and assist in the monitoring of fridge and kitchen cleaning.
Human Resources
Maintain time and effort documentation and prepare quarterly staff accrual reports.
Assist in maintenance of all HR documentation and employee related files.
Prepare office for new hires.
Finance
Serve as backup to Bookkeeper, including performing entry of financial information into FundEZ and check preparation.
Assist finance department in preparation for annual agency audit and funder site visits as needed.
Assist with preparation of grantor documentation and/or reports as needed.
Program-Related
Attend weekly supervision.
Attend bi-monthly full-staff meetings.
Attend department meetings as required.
Attend in-service trainings and external trainings/seminars as appropriate.
Assist with and attend AVP signature events.
Document program activity in a timely and appropriate manner.
Option to participate in committees, i.e. Pride, Trend Analysis, Communications
Organizational Relationships
Report to the Deputy Director, in charge of Finance and Administration.
Coordinate with Executive Director on scheduling and specific tasks.
Work closely with AVP staff in Client Services and Community Organizing/Public Advocacy and Development Departments, as well as with our community partners.
Other Duties as Directed by Supervisors
QUALIFICATIONS
Extensive experience working with LGBTQH survivors of violence.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and respect for confidentiality is crucial to this role.
Demonstrated experience and comfort level interacting and building sustainable relationships with diverse stakeholders such as CBOs, community members, government officials, law enforcement and courts.
Computer proficiency, especially in Microsoft Office Suite is essential.
Proven ability to maintain confidentiality and professionalism when handling sensitive information and situations.
Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
Bilingual in English and Spanish required.
Strong interpersonal skills.
HOW TO APPLY
Email (preferred method of application): csmith@avp.org (put "Executive/Programs Assistant" in subject line of email) or
By mail to: New York City Anti-Violence Project, 240 West 35th Street, Suite 200, New York, NY 10001or by fax to: 212-714-2627 No phone calls please.
Candidates will be notified if we are seeking an interview; because of high volume of responses it may not be possible to respond to all inquiries.
