Executive Assistant

About this role

Executive Assistant, New York, New York

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Executive Assistant

New York, New York•Full-time $40,000 - $45,000 annually

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About the Job

Overview:

Align Social Impact is seeking a highly motivated Executive Assistant to join the New York team's growing social impact practice. Align is a full-service impact agency at the nexus of storytelling, research, culture and systems change, and we specialize in serving brand, nonprofit, talent and foundation clients worldwide to accelerate their impact in ways that can be felt and measured. The Senior Executive Assistant will play a crucial role in driving the organization and growth of Align.

About this role:

This role will report into the Founder and CEO, serving as the main point of contact as an Executive Assistant at Align Social Impact (ASI), your role will be pivotal in supporting the daily operations of our global team, ensuring efficient calendar management, effective client communication, seamless travel coordination, meticulous event planning, and robust administrative support. Additionally, you will have responsibilities in project management and assist in HR and organizational administration tasks.

**Responsibilities: Calendar Optimization:**

• Serve as a strategic partner to the Founder and CEO to create an optimized and balanced schedule.
• Coordinate and manage the calendars for the Align team, with a particular focus on organizing client meetings.
• Schedule appointments, prioritize tasks based on urgency, and ensure no overlaps or conflicts.
• Provide timely reminders and updates for any changes in the scheduled meetings.

Client Communication:

• Handle email communication with clients, including sending follow-ups post-meetings.
• Prepare and edit correspondence, communications, presentations, and other documents for client interactions.
• Take detailed notes during select client meetings to capture key discussions and follow-up action items.

Travel Coordination:

• Take the lead on travel plans, including researching and booking accommodations and transportation.
• Prepare comprehensive travel itineraries, aligning all arrangements with individual preferences.

Event Planning:

• Support in planning and executing company events, including those related to initiatives like COP28.
• Coordinate logistics such as printing services, translations, and venue arrangements.
• Ensure all event details are meticulously planned and executed.

HR & Administrative Support:

• Provide administrative support including data entry, filing, and maintaining general office organization.
• Act as a first point of contact for inquiries, directing them to appropriate team members.
• Assist in various HR tasks such as maintaining and updating team records, aiding in recruitment and onboarding processes, and distributing organization-wide communications.
• As needed, support in managing HR compliance tasks, employee benefits and payroll administration.

Chief of Staff Duties:

• Shadow the Founder and CEO, serving as a strategic partner and right hand to daily tasks, projects, and operations
• Organize, coordinate, track, and support key projects of the business
• Coordinate with the Founder/CEO, Project Leads, and Operations team on internal communications, facilitating efficient information flow within the team.
• Oversee the implementation of organizational strategies and initiatives.

Project Management:

• Create and maintain company objectives, key results, and goals.
• Support specific projects, ensuring clear communication and coordination across teams, managing timelines, resources, and deliverables.
• Monitor project progress and provide updates to the Founder and CEO

30-Day Deliverables:

Within your first thirty days, you will:

• Own administrative tasks and projects for the Founder and CEO, including calendar management, travel coordination, and event planning.
• Develop strong relationships within the team and with partners to establish trust as a key representative of Align Social Impact and Founder and CEO.
• Understand all internal and external communications standards and begin leading communications with clients on behalf of the CEO & Founder.
• Anticipate needs of the Founder and CEO and proactively communicate and take necessary steps to take tasks off of their plate.
• Establish knowledge of daily Company operations, key client profiles, and projects and provide regular status updates.

Qualifications:

• 2+ years experience working inside an agency, start-up or campaign.
• The successful candidate for this role thrives in a high-impact, fast-paced environment and is eager to continue learning and growing alongside our startup.
• Mission-aligned and eager to have an impact.
• Track record of managing high-stakes and complex projects, VIP clients, and working within remote, global teams.
• Exceptional organizational, prioritization, and time-management skills.
• Strong communication skills, both written and verbal, especially with high-profile external facing clients with keen attention to detail.
• Internal standard of excellence for the highest quality of work.
• Growth mindset oriented and comfortable giving and receiving feedback.
• Proficiency in using remote work tools like Slack, GSuite, etc.
• Flexibility and adaptability in a fast-paced environment.

More Details:

• Reports to the Chief Executive Officer.
• Full-time, Hybrid - remote 90% with 7 days per quarter in NYC office required.
• Salary range $40,000 - $48,000 per year.
• Estimated 25% travel required.
• Must be authorized for employment in the United States.

Align Social Impact is an Align Communications & Creative LLC Company and an Equal Employment Opportunity employer. We are committed to diversity, equity and inclusion and building a team that represents a variety of backgrounds, perspectives and skills. We do not discriminate, and all decisions we make are made on the basis of qualifications, merit, and business needs. Align will not tolerate discrimination in employment, employment-related decisions, or business dealings on the basis of race, color, ancestry, age, sex, sexual orientation, religion, disability, ethnicity, national origin, veteran status, marital status, pregnancy, or any other legally protected status. Learn more at www.alignsocialimpact.com.