What are the responsibilities and job description for the Executive Assistant position at cayugacenters?
Job Description:
Cayuga Centers is hiring immediately for an EXECUTIVE ASSISTANT
Earn: $65,000 annually
Location: New York, NY
Join our team and make a difference in the lives of children, youth, and families in our community!
About Cayuga Centers
Cayuga Centers is an accredited non-profit human services agency dedicated to family support and preservation, trauma-informed care, and serving vulnerable populations with unique needs. Founded in 1852 in Auburn, NY, we have a long history of delivering high-quality and innovative services to individuals, children, youth, and families. We have offices in 10 cities and serve over 10,000 individuals and families annually. Join us!
At Cayuga Centers, we embrace Diversity, Equity, Inclusion, and Belonging (DEIB). We do this by taking a firm stance against hatred, inequality, bias, and injustice. We provide our staff with the training, coaching, and resources necessary to grow and serve with cultural humility, acceptance, and understanding. We are responsive to the diverse needs of those we serve and staff, and are committed to ensuring that everyone feels respected, valued, and a sense of belonging.
About the Department and Position:
Under the direction of the Deputy for Human Resources, the Executive Assistant (EA) will maintain a positive and collaborative attitude to provide administrative support to the departments, directly and indirectly reporting to the Deputy in the NYC Harlem Office. The EA to the Deputy must have a strong familiarity with the programs and leadership across the agency while also sharing an eagerness to learn and grow within the role. Responsibilities include tracking data, auditing program portals, and compiling reports to assist with program monitoring needs and meeting guidelines indicated by stakeholders. This role will require the EA to conduct research, prepare meeting agendas and minutes, and maintain a weekly calendar. Equally vital to this role, the EA will assist in the maintenance of program files and issuing correspondence to the agency's internal and external entities. The position requires involvement with sensitive information, necessitating considerable use of tact, diplomacy, discretion, and judgment.
How you get to use your skills…
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Provide administrative support tasks that are highly confidential and sensitive to the Deputy for Human Resources and Cayuga Centers
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Coordinate calendar, schedule meetings, and adjust as needed for the Deputy for Human Resources
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In partnership with the Finance department, schedule travel for the Deputy for Human Resources, prepare itineraries, and submit expense reports upon return
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Research, compile, assimilate, and prepare confidential and sensitive documents, including Human Resources team personnel filing
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Prepare agenda and collect materials for HR team meetings and conferences; take minutes and keep records of proceedings as needed
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Keep track and manage Human Resources team birthdays, work anniversaries, and distribute team cards as needed
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Manage Human Resources team lunches, plan Human Resources team retreats, and team building events
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Coordinate with IT to meet the Deputy’s tech needs in the office location and during travel
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Coordinate the monthly HR Newsletter in partnership with Regional Hub leadership.
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Be primarily responsible for the processing of receipts expense reporting for the Deputy for Human Resources and HR department
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Be proficient in regularly updating and submitting timesheets for the Deputy for Human Resources and HR team. Collaborate with appropriate staff to approve time off requests for direct reports
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Work alongside the Deputy for Human Resources to design slide deck presentations for organizational comprehensive training and communications
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Be proficient in the sending of anniversary letters, thank you cards, and other critical/important events as they come up
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Coordinate agency events at the direction of the Deputy for Human Resources, partnering with Cayuga Centers Executive Assistants
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Assist with and complete other duties as assigned by the Deputy for Human Resources
Schedule:
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Full Time position - Regular hours entail 9:00 am - 5:00 pm, Monday through Friday
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Must be flexible to meet program needs
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Hybrid - Eligible for one remote day after 90 days of employment
