Overview
Harlem Educational Activities Fund (HEAF) is a 33-year-old education and youth development organization in Central Harlem. We are poised for growth and innovation. We work with motivated students to develop their intellectual curiosity, academic ability, social values, and personal resiliency. Our core values: Achievement, Education, Innovation, and Leadership — embody our work culture. Our goal is to transform the communities we serve into places where college readiness and college graduation are the norms.
Job Description: The Executive Assistant reports directly to the President & CEO and provides executive support in a one-on-one working relationship. The Executive Assistant is the primary point of contact for all internal and external constituents of the President & CEO’s Office. In addition, the Executive Assistant acts as a contact to the board of directors and senior management teams, plans and supervises executive outreach and external relations activities, and handles special projects. The Executive Assistant must be innovative and appreciate working in a small, entrepreneurial setting that is mission-driven, results-driven, and community-oriented. The ideal candidate will be able to use sound judgment in a range of scenarios, have strong writing and verbal communication, administrative and organizational abilities, and maintain a realistic balance between different priorities. The Executive Assistant must be able to work independently on projects from start to finish and must be able to operate under pressure at times to handle a wide range of activities and confidential topics with discretion.
Roles and Responsibilities
Executive Support:
● Completes a wide variety of administrative tasks for the President & CEO, including managing an extremely active calendar of appointments; completing expense reports.
● Composing and sometimes preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
● Plans, coordinates, and ensures the President & CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the President & CEO’s time and office.
● Communicates directly and on behalf of the President & CEO, with Board members, donors, staff, and others, on matters related to programmatic initiatives.
● Research prioritize and follow up on incoming issues, and concerns addressed to the President & CEO, including those sensitive or confidential. Determines appropriate course of action, referral, or response.
● Provides a bridge for smooth communication between the President & CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management and staff.
● Works closely and effectively with the President & CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the President & CEO updated.
● Provides leadership to build relationships crucial to the organization’s success and manages various special projects for the President & CEO, some of which may have organizational impact.
● Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the President & CEO’s ability to lead the company effectively.
● Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
● Serves as the President & CEO’s administrative liaison to HEAF’s Board of Directors as well as other external leadership (e.g., Associate Board, Leadership Council, Advisory Council).
● Maintains discretion and confidentiality in relationships with all board members.
● Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Communications, Partnerships, and Outreach
● Ensures that the President & CEO’s bio is kept updated and responds to requests for materials regarding him and the organization in general.
● Coordinates with Chief Development and External Affairs Officer and team on written communications to external stakeholders.
● Supports general events and activities at HEAF’s offices as a representative of the President & CEO.
Strategic Initiatives
● Works on strategic initiatives aligned with the President & CEO’s vision, planning, and outreach activities.
● Follows up on contacts made by the President & CEO and supports the cultivation of ongoing relationships.
● Edits all and creates acknowledgment letters from the President to donors, partners, and supporters.
Professional and Personal Qualifications
● Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
● Solid interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
● Expert level in written and verbal communication skills.
● Demonstrated proactive approaches to problem-solving with strong decision-making capability.
● Emotional maturity.
● Highly resourceful team player, with the ability to also be extremely effective independently.
● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
● Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
● A forward-looking thinker who actively seeks opportunities and proposes solutions.
● Possess a “can do” attitude, be a problem solver, and think logically and analytically—the ability to demonstrate high-performing thinking skills in resolving minor issues within the scope of work.
● Proven customer service experience.
● Strong desire to learn and grow in a transformative organization.
Education and Experience Requirements
● Bachelor’s degree required.
● Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization or service-related industry.
● Experience and interest in internal and external communications, partnership development, and fundraising.
● Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media platforms.
HEAF Vaccination Policy:
· We require all HEAF new hires to be vaccinated and boosted against COVID-19 before their start date.
Compensation: $70k – $80k Annually