Executive Assistant - Friends of the Children - NY

New York, NY

Friends of the Children New York is a chapter of a nationwide organization dedicated to breaking the cycle of generational poverty through salaried, professional mentoring. We select the highest-risk children from Harlem and the South Bronx and commit to working with those children from kindergarten until high school gradation. Our motto – 12 years, no matter what.

Basic Function / Position Objective:

The Executive Assistant provides administrative support in a cooperative, friendly and professional manner to the Executive Director, and works to support the goals of the organization. The Executive Assistant must understand, support and do whatever is necessary to promote the organization’s mission, vision, values and principles as well as be able to clearly articulate the organization’s function.

Essential Tasks and Responsibilities

Provide general administrative support including, but not limited to:

  • Compile, draft, edit and/or transcribe documents, including written and email correspondence, reports, graphs, PowerPoint presentations and marketing materials.
  • Prepare presentations for review by executives.
  • Manage communications in a professional manner, take complete and accurate telephone messages and follow up or resolve, as appropriate. Retrieve voicemail and email messages and follow up or resolve.
  • Manage organizational and executive calendars. 
  • Schedule and organize internal and external meetings including Board meetings and board committee meetings as assigned. Take, transcribe and publish minutes. Maintain all corporate records for assigned meetings and committees.
  • Take notes at internal leadership meetings.
  • Establish and maintain effective filing systems.
  • Monitors the general email inbox and directs email to the appropriate parties.
  • Coordinating with Friends National for meetings, compliance, and information sharing.
  • Special event registration and logistics.
  • Attendance and support at special events.
  • Maintaining an organizational calendar of events; managing executive schedules.
  • Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
  • Planning employee appreciation events.
  • Provide administrative support to the Executive Director and New York Staff.

Supporting the Development Team with projects like (but not limited to):

  • Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.
  • Donation processing and updating donor records.
  • Preparing mailings to donors.
  • Special event registration and logistics.
  • Attendance and support at special events.

Supporting the Program Team with projects like (but not limited to):

  • Assistance with surveys and data collection.
  • Food and program supply purchases.
  • Assistance with reimbursement process.
  • Facilitate communication and cultivate relationships by acting as a liaison with chapters, board members, volunteers, staff and others to ensure effective communication and relationships with all constituencies.
  • Greet and assist staff and visitors with a positive and professional demeanor. Provide tours and distribute organizational information to visitors or others, as requested. Develop working knowledge of the Friends of the Children program to effectively communicate the organization’s history and answer questions about the program.
  • Complete other projects as assigned.
  • Additional support to Operations Manager as needed.


Required Experience, Skills, and Knowledge:

  • A minimum of five years’ experience in administrative support position(s), including experience at a senior or executive support level and experience working with boards of directors.
  • Exceptional interpersonal, written and verbal communication skills. Excellent customer service skills and a positive, customer-oriented attitude demonstrated consistently with all contacts.
  • Demonstrated  ability to maintain confidentiality, use tact and good judgment, problem solve, and follow procedures.
  • Accomplished with Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat; familiarity with databases and office functions. Must be able to operate standard office equipment.
  • Excellent written communication skills and attention to detail and accuracy.  Demonstrated ability to draft/produce accurate correspondence and reports. Demonstrated ability to edit written materials accurately and consistently, including own work.
  • Demonstrated ability to take and produce accurate and timely meeting minutes.
  • Strong organizational and time management skills. Able to plan, organize and implement projects and to follow up as required.
  • Must be detail oriented and enjoy organizing others.
  • Ability to present professional demeanor at all times.
  • Ability to work in diverse environments. Ability to cultivate and sustain relationships and work effectively with a wide variety of constituencies, including staff, program children, organizational supporters, current and potential donors, board members, foundations, and community partners. Ability to represent the organization to a wide variety of audiences in a professional, effective manner.
  • Excellent judgment, tact and problem solving skills.
  • Demonstrated ability to take initiative, work independently with limited supervision, as well as to function successfully as a team player.
  • Ability to prioritize work, effectively manage and prioritize several issues/tasks concurrently, meet deadlines and maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
  • Excellent word processing skills and demonstrated ability to organize files and establish and maintain an effective filing system.
  • Self-motivated and able to anticipate organizational needs.
  • Accomplished with Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat. Must be able to operate standard office equipment.
  • Ability to research and learn new technological tools.
  • Knowledge and understanding of basic HR.


  • Desktop publishing and design experience
  • Experience using eTapestry

Education and Experience Required:

Bachelor’s degree or equivalent experience required. Five years experience in administrative support position(s), including experience at a senior or executive support level and experience working with boards of directors.

Friends of the Children NY is committed to our community, to equal employment opportunity, and to diversity in our workplace. 

To learn more about Friends of the Children NY go to: http://friendsnewyork.org/

Salary and Benefits

$55k-$60k annually with comprehensive benefits