Office Manager & Executive Assistant

Job DescriptionJob Description

OUR MISSION: Our mission is to inspire and empower all young people to take control of their future.

OUR VISION: We envision a world where everyone has access to an equitable path to success.

PROGRAM DESIGN: RTS facilitates a variety of youth programs including after-school, summer camps, retreats, conferences, and summer employment opportunities reaching thousands of young people throughout NYC each year. RTS emphasizes the youth development practice of the Circle of Courage in all our programs; creating an environment of Belonging, where young people can build their Independence, find, and develop their Mastery skill, and practice Generosity in their communities. At the core of our programs are staff training strategies that enable our young professionals to develop extraordinarily meaningful relationships with the young people in their care who we call Our Future Leaders because that is what they all are.

PRIMARY FUNCTION:

The Office Manager & Executive Assistant ensures that Roads to Success operates efficiently by managing the daily office functions and providing high-level administrative support to the CEO and CAO. This role combines office management responsibilities with executive-level assistance, playing a critical role in enhancing organizational productivity, supporting special projects, and ensuring that executive priorities are met. The Office Manager & Executive Assistant also supports RTS’s mission and programs by ensuring a well-organized, welcoming office environment and acting as a key liaison between staff, stakeholders, and leadership.

ORGANIZATIONAL ROLE:

• Department: Operations

• Supervisor: Chief Executive Officer (CEO) and Chief Administrative Officer (CAO)

• Hours: Monday-Friday, 9 AM – 5 PM (onsite)

• Compensation: $64,350 (exempt)

RESPONSIBILITIES:

Customer Service:

• Serve as the first point of contact for visitors and clients, ensuring a welcoming and professional experience.

• Handle incoming emails and phone calls, directing them to the appropriate department or personnel.

• Address customer inquiries and provide information about program services when necessary.

• Address and resolve any office-related issues or concerns raised by staff members.

Facilities Management:

• Ensure that the office environment is clean, organized, and conducive to productivity.

• Manage office common areas, including waiting areas, conference rooms, and breakrooms, ensuring they are well-maintained.

• Assist with setting up and breaking down conference room meetings, including technology setup and post-meeting cleanup.

• Maintain office supply inventory, ensuring materials are readily available.

• Liaise with vendors and service providers for timely delivery of office supplies and services.

• Troubleshoot and resolve printer and copier issues and manage printer supplies.

Administrative & Event Support:

• Perform general administrative duties such as preparing documents, copying & printing, and managing incoming/outgoing correspondence.

• Coordinate logistics for internal meetings and organization-wide events, including food orders, AV/IT needs, and space setup.

• Support planning, execution, and monitoring of special projects as assigned by the CEO, CAO, or Director of Operations.

Operations & Technology Management:

• Maintain and update office records, including employee directories and filing systems.

• Process supply and food order requests for program sites and verify timely delivery.

• Track office-related expenses and manage technology inventory to ensure equipment is accounted for and functions properly.

• Work with the Director of Operations to update online software platforms and assist in assigning and distributing technology.

• Identify inefficiencies in current processes and suggest improvements in office operations.

Executive Support:

• Manage and prioritize the CEO and CAO’s schedules, coordinating meetings, travel arrangements, and appointments.

• Act as the primary point of contact for the CEO and CAO, handling communications and ensuring timely responses to inquiries.

• Assist in the preparation of meeting materials, presentations, and executive reports.

• Maintain confidentiality while managing sensitive information.

• Ensure efficient communication and scheduling across departments, maintaining strong relationships with internal and external stakeholders.

• Manage the CEO’s social media in consultation with the CEO and the Communications and Marketing team.

Board of Directors Support:

• Assist the CEO and CAO in managing the Board of Directors, including scheduling meetings, preparing agendas, and distributing meeting materials.

• Record and manage minutes during Board meetings, ensuring accurate documentation and timely distribution to Board members.

• Coordinate Board retreats and other strategic planning events, managing logistics and communications with Board members.

• Manage Board-related calendars and organize all relevant folders and documents for easy access and review.

• Handle the onboarding process for new Board members, providing materials and guidance to ensure a smooth transition onto the Board.

ATTRIBUTES:

• A proactive and positive team player with strong organizational skills.

• Excellent communication and interpersonal skills, with the ability to work effectively with all levels of staff and external contacts.

• Ability to anticipate needs, solve problems proactively, and handle multiple priorities in a dynamic environment.

• High level of attention to detail, accuracy, and discretion in managing sensitive information.

• Flexibility to adapt to changing priorities and work independently.

QUALIFICATIONS:

• Bachelor's degree in business administration or a related field required.

• 1-3 years of experience in office management, administrative support, or a related role; experience in the non-profit sector is a plus.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint).

• Ability to work standard office hours, with flexibility to travel throughout New York City as needed.

• Ability to lift to 25 lbs.

• Bilingual preferred.

WORKING ARRANGEMENTS:

This role requires an in-person presence at RTS headquarters five days per week. The schedule must remain flexible to accommodate special events, key projects, and heightened operational demands. Additional days may be required to support program sites or other departments as needed.

PERKS & BENEFITS:

RTS provides a competitive benefits package, including:

• 10 Vacation Days

• 4 Personal Leave Days

• 11 Holidays

• Health Insurance

• Life Insurance

• Commuter Benefits

• Flexible Spending Account (FSA)

• Bereavement Leave (4 days)

• Jury Duty Leave (5 days)

• Family Leave/Unpaid Leave

• Safe and Sick Leave (10 days)

• Comprehensive 401K plan in partnership with Empower

EQUAL OPPORTUNITY EMPLOYER:

RTS is dedicated to fostering an inclusive workplace that embraces diversity. All qualified candidates will be considered without regard to race, color, religion, gender, national origin, disability, protected veteran status, or any other characteristic protected by law. We believe that diversity and inclusion are essential to our success in serving youth.

DISCLAIMER:

This job description outlines the primary responsibilities and expectations for the Office Manager and Executive Assistant. Duties may evolve to meet the needs of the organization. The staff member must be able to perform the role's essential functions, with or without reasonable accommodation. Reasonable accommodation will be provided to support employees with disabilities in fulfilling their job responsibilities.

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Location: New York City, NY, US

Posted Date: 10/31/2024