Executive Administrator

 

The Opportunity

This position supports CEO Executive Leadership Team in driving the organizational mission and vision forward.  As part of our mission, we strongly encourage individuals who have lived experience of incarceration or involvement in the justice system to apply for this role.

 

In this role, you will work closely with the Chief of Staff as the Executive Team’s primary administrative and strategic liaison. You will plan and execute the details of the Executive Team’s activities with its most important stakeholders, including board members, donors, consultants, senior team members, and staff. You will work closely with the Chief of Staff to ensure that CEO’s senior leaders are operating effectively and efficiently. You will own, organize, and optimize effective administrative processes, including those related to scheduling, travel planning, reconciling expenses, obtaining required signatures, and managing documents. You will also collaborate with the Chief of Staff on strategic processes, such as drafting external emails, preparing meeting agendas, improving communication processes, and ensuring deliverables move forward. 

 

The ideal candidate will have the skills and confidence to support executive leadership. This person needs to be extremely organized and a skilled communicator. They will be able to learn quickly and work efficiently by asking the right questions and executing tasks diligently. They are able to be a strategic thought partner with the Chief of Staff on identifying and implementing solutions to support the Executive Team. They can make informed administrative decisions by seeking and acting on guidance and feedback.

 

Who We Are

CEO began as a demonstration project of the Vera Institute of Justice in the 1970s to address employment barriers facing the formerly incarcerated following release in New York City.  We’ve grown into the leading reentry employment organization in the country, where over 25,000 formerly incarcerated individuals have secured full-time employment since 1996.  In 2016, CEO embarked on a 5-year strategic plan to grow to serve 9,000 participants annually.

 

Who You Are

  • You are deeply dedicated to social justice and advancing equity. You are motivated to support those causes through tasks both big and small
  • You have lived experience of incarceration or involvement with the criminal legal system and are willing to contribute your expertise towards strategic planning and project execution (not required, but strongly preferred)
  • You come to CEO with at least two years of experience executing administrative tasks
  • You have experience supporting and collaborating with executives and/or high-profile individuals (not required, strongly preferred)
  • You are an excellent communicator (both in writing and verbally) with the ability to tailor your communication style to the needs of various stakeholder (added preference for research, proofreading and copyediting experience)
  • You are a strong, detail-oriented task and project manager that can coordinate multiple projects under tight or competing timelines
  • You are an independent worker that asks good questions and approaches challenges with an eye towards actionable solutions
  • You are able to transition seamlessly between administrative tasks and more strategic projects to meet deadlines based on priority
  • You possess the skills and confidence to anticipate and solve problems as they come and exercise good judgment about when questions should be elevated
  • You are strong at engaging stakeholders, ensuring that they feel good about both the outcomes and process of working with you (added preference for skills engaging high-profile stakeholders such as board members, funders, or elected officials)
  • You can learn quickly about the broad range of work and responsibilities that the Executive Team manages, spot inefficiencies, and can collaborate across teams towards solutions
  • You recognize information that requires confidentiality and/or sensitivity and can be trusted to handle it accordingly
  • You are comfortable with technology, including Google Suite and Salesforce

 

Major Responsibilities

The responsibilities include but are not limited to the following, divided into two categories:

 

Strategic Support of Chief of Staff (50%)

  • Working with Chief of Staff to identify process inefficiencies across departments and recommend improvements across Executive Team member meetings, communications, and opportunities for collaboration
  • Serving as an initial point of contact for Chief of Staff and a liaison between Executive leadership and a broad range of constituents including board members, funders, partner organizations, and staff 
  • Supporting the Chief of Staff and CEO with communication with the Board of Directors, communicating with board members via phone and email, planning and scheduling meetings, and preparing and disseminating meeting materials, as requested
  • Drafting, reviewing, and proofreading written correspondences, agreements, memos, emails, and other documents, with sharp attention to detail, including formatting
  • Conducting original research to inform Executive Team priorities on substantive issue areas, organizational best practices, external factors impacting CEO operations (such as COVID-19), etc.
  • Providing project management for special projects under the purview of the Chief of Staff, as needed, such as:
    • Improving coordination between CEO Program and Central departments 
    • Writing safety and wellness policies that impact CEO staff and participants
    • Bolstering the Executive Team’s support of the DEI team 
    • Developing and Executing Internal Communication strategies including Town Halls, staff-wide written communications, and site-specific engagement strategies
    • Organizing retreats and organization-wide team-building activities

Administrative Support of Executive Team (50%)

  • Providing executive-level support to the CEO and Executive Team members, including but not limited to managing calendars, contacts, and files; arranging internal and external meetings, fielding calls and emails; and coordinating travel
  • Working with Chief of Staff to ensure Executive Team administrative processes (calendars, reimbursements, record-keeping, etc.) work effectively and are completed expediently
  • Processing credit card expenses and invoices for CEO and Executive Team members
  • Planning, organizing, and scheduling meetings, events, and conferences
  • Supporting NYC managers with the logistical needs in CEO national headquarters, as needed
  • Taking notes for internal and external meetings and synthesizing into action items, as needed




Compensation and Benefits

The salary range for this position is $55,500.00 - $65,000.00/annually. CEO's compensation philosophy considers a variety of factors including experience, internal equity, and the labor market associated with the city in which the position is located. This position can be located in any of the cities in which CEO operates. The labor markets associated with the cities in which CEO is based are variable, and the salary range included here reflects this. Our salary offer will fall within this range and will be reflective of the labor market of the city in which the position is based, as well the other factors named above. 

We recognize that salary is a part of the overall compensation package and are happy to provide a comprehensive benefits package, including medical and dental coverage, and professional development opportunities to our staff.

We also offer paid parental leave, participation in a retirement plan, sick and vacation leave, paid holidays and more. We are a workplace that promotes continual learning and teamwork, offering lunch and learns, team outings, holiday gatherings and more for our staff.



 

More About Us

The Center for Employment Opportunities believes that everyone deserves the chance to shape a stronger future for themselves, their families, and their communities. Our commitment to being an anti-racism organization that is inclusive across all identities and experiences drives us forward every day. We exist to create greater opportunities for people who face multiple barriers to personal and professional success, and we’re passionate about being agents of change who promote diversity, equity, inclusion, and access to opportunities for all.

People who are justice involved, people of color, people who identify as LGBTQ+ , and people with disabilities are highly encouraged to apply for vacant positions at all levels.  We are an equal employment opportunity for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.

 

 

Please note that due to the volume of resumes received, we are unable to contact each applicant regarding the status of each position or reply to candidates' inquiries via phone or email.

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