Executive Assistant - The Vilcek Foundation - New York

About the Vilcek Foundation

What We Do
The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences.

Who We Are
The Vilcek Foundation was established in 2000 to amplify the diverse ways immigrants and cultural leaders enrich artistic and scientific communities in the United States. Since its formation, the foundation has awarded over $17 million in prizes and grants to foreign-born individuals and like-minded organizations committed to progressing our society.

Responsibilities
The Executive Assistant will provide high-level administrative support to the Vilcek Foundation President.

Administrative Support for the President

• Provide high-level administrative support to Vilcek Foundation President by managing complex schedules, meetings, files, and records.
• Proactively manage and maintain contacts, take and respond to phone messages, and read and respond to email as needed.
• Maintain confidential and mission-critical records and files, including founding documents, accounting, and fiscal records.
• Schedule and confirm high-priority meetings, appointments, and travel for senior management.
• Prepare executive-level presentations and printed materials, and conduct research to prepare for meetings with Vilcek Foundation affiliates.
• Plan and manage regularly scheduled staff meeting agendas.
• Coordinate travel, including schedules, itineraries, and accommodations for Vilcek Foundation executive staff.
• Assist with drafting formal correspondence and copyediting as needed.
• Assist with board meetings, including presentations, agendas, fiscal reporting, and meeting minutes.

General Administrative, Programmatic, and Facility Support:

• Provide administrative support for all Foundation initiatives, including art collections, prizes, exhibitions, grants, and events.
• Maintain a neat and orderly third-floor supply room and fourth-floor supply closet weekly. Inform the Registrar and Manager of Collections, Exhibitions, and Facilities when a reorder of office supplies, stamps/postage, and other office materials is needed.
• Assist with writing, research, correspondence, purchasing, facilities management, and facilities upkeep as required.
• Assist with facility vendor oversight as directed by the Registrar and Manager of Collections, Exhibitions, and Facilities.
• Manage and maintain database and contact systems, with responsibility for high-level individual and organizational records, and preparation of strategic mailing, invitation, and guest lists.
• Maintain expense and budget reports.
• Coordinate and help oversee distribution of executive campaign materials, including press releases, letters, catalogues, cards, and other campaigns.
• Provide support for Foundation events as needed.

Other General Requirements:

• All staff members are expected to provide general support to the President as needed.
• All staff members are expected to help greet visitors as needed.
• All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner.
• All staff members are expected to perform additional duties as assigned.
• Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable.
• All staff members are expected to maintain up-to-date contact and organizational records in Salesforce.

Physical Requirements
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, and restock office equipment as needed. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.

Skills and Requirements

• Bachelor’s degree (completed or in progress) in a related field, or four years of relevant experience.
• Authorization to work in the United States.
• Availability to work on-site, Monday–Friday, 8:00 a.m. – 4:00 p.m.
• A minimum of five years of experience supporting an Executive Director, CEO, President, or other senior executive, with 6-7 Years preferred.
• Excellent oral and written communication skills.
• Outstanding organizational skills and attention to detail.
• Strong project management experience.
• Ability to work effectively with a variety of personalities and situations, including managing challenging or sensitive interactions with professionalism and tact.
• Superior interpersonal skills, a courteous and professional manner, and comfort interfacing with the public.
• Demonstrated self-motivation, comfort with ambiguity, and competence to work with limited direction.
• Flexibility and willingness to work beyond working hours for events, or otherwise required.
• Detailed knowledge of computers and facilities with applications such as Mac computers, iPhones and iPads, Google Calendar, Google Workspace (Docs, Sheets, Slides), Dropbox, Microsoft 365 (Outlook, Word, Excel), Salesforce, Internet navigation/search functions, and calendar and database programs is essential.
• Enthusiasm for the Vilcek Foundation’s mission.
• Willingness to adapt to evolving responsibilities. The Vilcek Foundation reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised.

Our Benefits

• Employer-paid health insurance
• Dental & Vision Reimbursement Plan
• Flexible Spending Account
• Tuition & Student Loan Reimbursement
• 401k and Employer Match
• Generous Vacation
• Free lunch on Friday
• Life Insurance
• Paid Holidays
• Professional Development