Job Title: Executive Assistant

Status: Full-time (hours may vary)

FLSA Classification: Exempt

Job Location: New York, NY

Objective:

The successful candidate will be responsible for: managing calendars, answering phones, screening visitors, making travel arrangements, preparing reports, filing and organizing documents, recording meeting minutes, and performing basic bookkeeping tasks. This ideal candidate will be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Screening visitors, answering phones and routing calls to the correct person or taking messages.
• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Answering phones and routing calls to the correct person or taking messages.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by directors, committees, and executives.
• Organizing meetings, including scheduling and sending reminders.
• Accurately recording minutes from meetings.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Making travel arrangements for executives.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.
• Proven experience as an executive assistant or other relevant administrative support experience.
• Familiarity with office equipment and applications (e.g. e-calendars and copy machines).
• Discretion and confidentiality.
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.

Required Education and Experience:

• Associate Degree required. Bachelor's Degree preferred.
• 3 years of experience as an Executive Assistant supporting a senior management.
• In-depth understanding of calendar management.
• Strong communication and organizational skills.
• Highly computer literate with capability in email, MS Office, Excel, PowerPoint and related business and communication tools.

Work Environment: This job operates in an office environment. There will be occasional travel to other locations throughout New York City as needed to assist our Executives.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.

Note:

Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services (Lantern) values the diversity of all our clients, staff, Board of Directors, and partners. By bringing diverse individuals and viewpoints together, we create more vibrant, healthy and just communities. Lantern welcomes individuals of all backgrounds and experiences regardless of race, ethnicity, national origin, color, sex, sexual orientation, gender identity or expression, age, marital status, political belief, pregnancy, religion, immigration status, veteran status, class, creed, mental or physical disability, and any other characteristic protected by federal, state, and local law.

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