Executive Assistant

Job Summary

Hunter College High School Alumnae/i Association (HCHSAA or AA) seeks a dynamic, highly capable Executive Assistant to serve as an extension of and the right hand to the Executive Director to ensure the cohesiveness and functionality of the daily operations of the organization.  This exceptional individual will be nimble, possess the problem-solving and creative skills needed to navigate complex situations, and the capacity to build strong relationships with both internal and external stakeholders.

ROLE AND RESPONSIBILITIES:

Working closely with the Executive Director while providing assistance to the Director of Communications & Marketing and the Senior Manager of Gift Administration & Data, the Executive Assistant plays a pivotal role in ensuring the successful execution of the HCHSAA’s mission in conjunction with the Board of Directors, while fostering a culture of collaboration and values alignment.  The successful candidate will have a strong development and alumni relations background with the ability to perform functions that are diverse and complex in nature and will require independent judgement.  The position carries a high-level of confidentiality and integrity. 

ADMINISTRATIVE DUTIES

• Work directly with the Executive Director to support all aspects of her daily work routine.
• Maintain the ED’s calendar, including scheduling meetings, appointments, and travel (domestic and international) arrangements, and expense reconciliation. Exercise discretion in committing time and evaluating needs.
• Serve as the liaison between the Executive Director, HCHSAA’s Board of Directors, Hunter College High School, and other internal and external stakeholders. This includes receiving and screening the Executive Director’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Executive Director’s behalf.
• Coordinate with Executive Committee of the Board of Directors and Committee Chairs on meetings, agenda preparation, logistics and track tasks and projects in collaboration with the Executive Director.
• Perform administrative support, such as receiving and sorting mail, and assisting the team as needed.
• Set up invoices for approval and payment; track and report petty cash – if any.
• Post filed Forms 990 on hchsaa.org website.
• Track and report petty cash – if any.
• Monitor suppliers to ensure that they efficiently and effectively provide needed goods or services within budgetary limits.
• Keeps complete and accurate records of all governing documents (Articles of Incorporation, By-Laws and policies), public filings (Forms 990) and all meetings of Board, committees and members (log all resolutions) – file or post as directed on: SharePoint, One Drive/Microsoft 365; HCHSAA.org and all paper files.
• Maintain a comprehensive view of all initiatives, projects, and goals and ensuring execution towards HCHSAA’s strategy.
• Proactively identify areas that require attention or improvement and work with relevant stakeholders to develop and enact solutions.

FUNDRAISING-SUPPORT OPERATIONS

• In collaboration with the Executive Director, help ensure appropriate stewardship activities on behalf of the HCHSAA.
• Prepare briefing notes and materials for prospects/donor, speeches, meetings, and presentations.

• Track and document principal giving activity including visit reports, meeting and event briefings, gift proposals and acknowledgments.
• Supports fundraising and stewardship activities related to major gifts, planned gifts, and corporate and foundation philanthropy; and establish protocols and procedures to support all types of giving.
• In collaboration with the Executive Director, Board of Directors’ Treasurer and Bookkeeper, manages HCHSAA spending, developing an annual budget for board approval, and managing the invoicing schedule of donors and sponsorships.
• Coordinates with Sr. Manager of Gift Administration & Data (SMGAD) to oversee the management of all third-party online giving platforms.
• Assists with budget reconciliation, invoices and expense reports, the production and timely mailing of acknowledgement letters, receipts, and pledge reminders.
• Serves as back up for Sr. Manager of Gift Administration & Data.

ALUMNI RELATIONS

• Supports Executive Director and work collaboratively with staff on the planning and implementation of events, programs, and Reunion in-person and virtual.
• Communicates and negotiates with venues, manages vendor contracts, creation and distribution of event communication, guest inquiries and registration, and coordination of event materials and set-ups or virtual platforms (Zoom) in collaboration with both Director of Communications & Marketing.
• In coordination with the Director of Communications & Marketing, and Executive Director, assists in the publishing of press releases, social media posts, a monthly e-newsletter, bi-annual alumni magazines, and annual report.
• Assists in the processing of event registration requests made outside hchsaa.org (by email, mail and phone).
• Weekly review of online registration requests.
• Supports Executive Director and Director of Communications & Marketing with alumnae/i magazine AlumNotes, Annual Report and by providing financial reports, donor contributions and generating mailing lists.
• Performs other duties as assigned.

QUALIFICATIONS

• Seven or more years of experience in a business management or senior executive assistant level role.
• Bachelor’s Degree.
• Proven track-record in working in development/alumni relations.
• Excellent communication and organizational skills and the ability to multi-task.
• Ability to handle extensive public contact with courtesy, tact, discretion and judgement.
• Experience in data analysis and budget management
• Strong project and operations management skills.
• Proficient MS Office software and high comfort level with mobile technology including the ability to troubleshoot presentation issues.
• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• Creativity, flexibility and dedication to process improvement.
• Knowledge of Blackbaud Raiser’s Edge/NXT or other CRM donor base platforms;
• Skills in using social media platforms (Facebook, Instagram, LinkedIn, Twitter, Slack, and Tik Tok), and analysis of those platforms.
• Proactive and ability to work independently in a non-traditional, flexible setting.
• High attention to detail and accuracy; and
• Discretion and confidentiality.

Applicants are asked to submit a cover letter with salary requirement and resume to lmalcolm@hchsaa.org.  Resumes without cover letters will not be considered. All offers of employment are contingent upon a completed criminal background check and education verification satisfactory to HCHSAA. 

FLSA Status: Exempt, full-time with nights and weekends occasionally required.

This position is a hybrid position (office/remote).  It is also eligible for company sponsored benefits, including medical, dental and vision insurance, currently employee paid 401(k), paid leave, summer Fridays.