Executive Chief Assistant to the CEO job in Yonkers

Executive Chief Assistant to the CEO

Why join us?

At Greyston, we create thriving communities through the practice and promotion of Open Hiring, which means we provide employment opportunities to people regardless of their background or work history, while offering them the support necessary both to succeed in the workplace and to thrive in the community.

With our history as a social justice pioneer, Greyston is recognized as one of the country’s leading social enterprises that provides individuals opportunities for employment. Our philosophy fuels community development and a commitment to human growth and potential.

With tremendous interest in socially responsible business and growing awareness of the massive economic dysfunction driven by poverty, recidivism and a lack of job opportunities for people with barriers, Greyston is poised to capitalize on these factors by launching The Center for Open Hiring at Greyston as a focal point for generating and measuring social innovation impact.

As a key member of the Executive Team, the Executive Chief Assistant to the CEO will support The CEO and will work closely with other Executive Team members, Board of Directors, and strategic partners of the CEO.

The ideal candidate will possess exceptional analytical and multitasking abilities, excellent written and verbal communication skills, be extraordinarily organized, detail-oriented, self-directed and be dedicated to our organization’s mission.

Working within the Executive Team, this positon has responsibility for handling and managing the Executive Team’s high-level administration. The individual must provide consistently high levels of customer service and accurate and detailed work, while also working with the Executive Team, the Board of Directors, influential clients, donors and customers to develop and enhance a positive foundation and relationships in a hybrid, complex, entrepreneur, ambiguous, fast moving diverse culture and environment.

Strong business acumen skills are necessary. Though the hours are Monday through Friday, 9 am – 5 pm, this position requires the ability and willingness to travel and work outside traditional office hours.

Key Responsibilities: 

1) Research, Analysis, Project Management 

• Complete complex projects supporting the work of the CEO (sample projects include researching new development prospects and creating talking points and presentations for keynote speeches).
• Serves as the CEO’s liaison with staff and managers as directed.
• Attend operations, project, and program-related meetings with, or for the CEO, (e.g. staff meetings, board meetings (both Bakery and Foundation), Town Hall meetings, annual planning and budget meetings) to capture information and assure thorough follow up.
• Participate in organization-wide projects that require additional support in initial research, planning, and feasibility analysis support.
• Assist in producing reports, collection and assimilation of data, monitor project performance.

2) Scheduling and Administrative Support 

• Coordinate and manage the CEO’s calendar and proactively organize his time as required using expert judgement and discretion.  Accountable to ensure meeting objectives are realistic, preparation is appropriate, and that the CEO is well prepared.
• Take minutes in the meetings, including both Board meetings.  Ensuring to capture major takeaways, and work with Executive Team to ensure that there is clear action items and follow-up after the meetings. 
• Coordinate, organize and manage all Board and Executive Team meetings; including scheduling, sending out invitations, recording attendance, preparing and distributing Board packets, ordering food and refreshments and setting up audio and video equipment.
• Manage internal and external communications to ensure flawless scheduling.
• Prepare materials for conference calls and meetings.
• Draft and circulate notes from internal and external meetings.
• Develop and organized and efficient system for managing administration paperwork.
• Create an accurate and efficient filing system (electronic and manual) which is to be maintained and updated.
• Be the gatekeeper of the CEO’s office to ensure most efficient and effective use of the CEO’s time while ensuring he is up to speed, on pertinent news and “in the know” on company events and pressing issues. 
• Serve as the CEO’s administrative liaison and provides administrative support to The Board of Directors.
• Develop and foster pleasant, professional interaction with internal and external customers.

3) Writing and Communications 

• Draft and edit documents to ensure accurate and effective communication.
• Support daily e-mail and phone correspondence.
• Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the CEO.
• Develop draft communication on behalf of the CEO and/or research in support of important communications.

• Lead or co-lead coordination/orchestration of projects or commitments on behalf of the CEO and the Executive team. Apprise the CEO of project status and variations from schedule or scope. Proactive identification of issues that could affect the successful execution of the CEO’s commitments.
• Assist in planning leadership events such as the annual executive offsite meeting.

4) Accountability 

• Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation, and Mandala staff on matters related to CEO’s programmatic initiatives.
• Support the CEO while traveling.
• Attend meetings, events and other key designations when directed by the CEO.
• Position requires initiative and self-motivation, as well as the ability to set priorities, demonstrate good judgment and communicate effectively.
• Attend meetings, events and other key designations when directed by the CEO.

Additional Requirements 

Skills and Knowledge:

• Interest in performing critical support role while learning in a fast-paced, entrepreneurial environment.
• Excellent written and verbal communication skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
• Ability to anticipate the CEO’s needs and proactively support and prioritize these needs.
• Must function effectively and efficiently in a fast-paced, ambiguous environment.
• Strong commitment to delivering excellence.

• Maintain confidentiality on all work issues and opportunities.

• Sense of humor, exceptional work ethic, “roll-up-my sleeves” attitude, and a willingness to do “whatever it takes.”
• Ability to work independently, prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Ability to be highly resourceful and possess strong emotional intelligence, self-motivation, and analytical skills.
• Unquestionable personal code of ethics, integrity, diversity, trust and ability to handle confidential information with discretion.
• Mission-driven; passionate about Greyston’s Social Justice Commitment.
• Positive interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Demonstrated proactive approaches to problem solving with strong decision-making capability.
• Position requires initiative and self-motivation, as well as the ability to set priorities, demonstrate good judgment and communicate effectively.
• Highly resourceful team player, with the ability to work effective independently.
• Problem-solver, organized, focused, personable, poised, and creative. 
• Comfortable taking accurate minutes of the Board meetings and other meeting

Experience:

• At least two years’ experience working with social enterprise, global brand or social justice non-profit.
• Strong business acumen skills.
• Must be familiar with requirements for being a B Corp.
• Must be familiar with major stakeholders working to create an inclusive economy.
• Experience in the public sector a plus.
• Experience with fundraising a plus.
• Advanced proficiency in Microsoft Word, PowerPoint, Outlook, Excel, Publisher and Visio.
• Experience supporting C-level suite a plus.

Physical and/or Mental Requirements:

• Able to sit at and work on a computer for extended periods.
• Able to lift 10 pounds and reach/bend to retrieve documents in cabinets and on shelves.
• Able to walk through a Bakery environment.
• Able to walk through and work in an office located in a historic mansion without elevators.

Work Environment:

• Typical office environment.
• Willing and able to work additional hours as needed to ensure responsibilities are met.

Benefits:

We offer a competitive salary and excellent benefits package including medical, vision, prescription, dental insurance, company paid life insurance, long-term disability, flex spending, 401K, paid time off, commuter benefits and employee assistance program.

EEO Statement:

Greyston is committed to creating equitable employment opportunities for all individuals. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.