An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
About the Organization Founded in 1973, Korean Community Services of Metropolitan New York, Inc. (KCS) is a nonprofit 501(c)(3) multi-service organization supported by government agencies, foundations, corporations, and individuals. KCS aims to develop and deliver a broad range of social service programs to meet the community's various needs. Position Summary KCS is seeking a highly skilled Executive Assistant to provide high-level administrative support to the Chief Executive Officer (CEO). This role requires exceptional organizational skills, utmost discretion, and the ability to efficiently manage multiple tasks in a fast-paced environment. Responsibilities include handling sensitive information, coordinating the CEO's schedule, and ensuring the smooth operation of executive functions. Essential Duties and Responsibilities The essential functions include, but are not limited to the following: Executive & Board Support •
Calendar & Correspondence:
Manage the CEO's calendar, prioritize and respond to emails, screen calls, and handle communications with internal and external stakeholders. •
Meeting Management:
Organize and prepare for executive, staff, and organizational meetings. Gather necessary documents, draft agendas, take precise minutes, and track action items. •
Board Liaison:
Serve as the primary point of contact between the Board of Directors and KCS staff, coordinating board meeting logistics, communications, and recordkeeping. Travel & Logistics •
Travel Coordination:
Arrange all business travel logistics—including flights, hotels, and rental cars—and manage related scheduling. •
Transportation:
Safely drive the CEO to and from meetings, events, and appointments as needed. •
Mobility:
Maintain availability to travel throughout the five boroughs and beyond for donor meetings, events, and community engagements. Government Relations, Advocacy, and Compliance Support •
Policy Monitoring:
Support advocacy initiatives by monitoring funding trends, public policy developments, legislative activities, and issues affecting KCS programs and communities. •
Stakeholder Coordination:
Support government relations activities through seamless coordination with elected officials, government agencies, coalition partners, and community stakeholders. •
Compliance & Recordkeeping:
Maintain meticulous records and documentation related to advocacy, government relations, and lobbying activities. Assist with lobbying compliance reporting, disclosures, and activity tracking. Community Engagement & Event Coordination •
Community Representation:
Actively represent KCS at key events, meetings, and conferences to raise awareness and strengthen partnerships.
Note:
Participation will occasionally require evening or weekend commitments. •
Event Coordination:
Plan and facilitate donor cultivation and fundraising events, strategically engaging volunteers to maximize community involvement and donor impact. Operations & Administration •
Office Operations:
Assist with managing daily headquarters operations, including telephone/internet systems, database administration, and the distribution of organizational announcements. •
Fiscal & Vendor Support:
Support Bill.com processes (including employee reimbursements, invoice processing, and vendor payments), coordinate interdepartmental check processing, and facilitate communication between the fiscal team and external vendors (AP/AR). •
Document Workflows:
Manage and optimize PandaDoc/Zivver for document creation, e-signatures, approvals, and confidential information. Maintain both physical and electronic organizational files, rosters, and charts. •
Facility & Supply Management:
Oversee the scheduling and booking of meeting rooms to resolve conflicts. Inventory, procure, and replenish office supplies. Education and Experience Requirements •
Education:
Bachelor's Degree required. •
Experience:
Minimum of three (3) years of experience in nonprofit administration, executive assistance, or a closely related administrative role. •
Language:
Fully bilingual in English and Korean (written and verbal proficiency required). •
Licensing:
Valid driver's license and strong, clean driving record required. •
Flexibility:
Ability to work a flexible schedule, including occasional evenings, weekends, and holidays as needed. Minimum Qualifications (Knowledge, Skills, and Abilities)Knowledge & Abilities •
Cultural Sensitivity:
Deep understanding of cultural nuances and the ability to work effectively with individuals from diverse backgrounds. •
Communication:
Exceptional written and verbal communication skills in both English and Korean, with a proven track record of collaborating effectively with the CEO, staff, and Program Directors. •
Task Management:
Demonstrated ability to effectively prioritize, multi-task, and problem-solve in a fast-paced work environment. •
Professional Growth:
A proactive attitude with enthusiasm for taking on new challenges, capacity building, and organizational growth. Technical Skills •
Google Workspace:
Proficient in Docs, Sheets, Calendar, Gmail, and Slides. •
Microsoft Office:
Proficient in Word, PowerPoint, and Excel. •
Specialized Platforms:
Experience utilizing platforms for official sign-offs and confidential information transfer (e.g., PandaDoc, Zivver, Bill.com).
Pay:
$60,000.00 per year
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance
