Executive Assistant/Office Manager

We're hiring an assistant to work directly with our CEO/President of EPIC Family of Agencies (EPIC Long Island, South Shore Guidance Center & Epilepsy Foundation).

Position Summary:

Under the direction of the President & Chief Executive Officer (CEO), the Executive Assistant/Office Manager provides executive-level administrative support while overseeing daily office operations. This role supports Executive Office initiatives, coordinates organizational administrative functions, and ensures efficient and professional operation of the agency's office environment.

Essential Functions:

Report directly to the CEO with Executive Office special projects, as assigned. This includes, but not limited to, keeping project plans and timelines on track, briefing the Executive Office on a regular basis with milestone accomplishments, and recruiting internal and external participants for the special projects as necessary. Collaborate with C Suite and others as required to move forward assigned special projects and routine meetings. Work with CEO to prepare and coordinate Board of Directors meetings and ad hoc discussions and events that includes C Suite reports, meeting minutes, meeting agendas and supporting material for dissemination to members. Provide administrative coordination including calendar management, scheduling, meeting logistics, communications management, expense tracking, document review, and general office coordination. Other duties such as timekeeping, travel arrangements, managing calendars, coordinating schedules, sending meeting invitations, arranging conference calls and video conference meetings, answering telephones, managing expenses, receiving and screening communications, and reviewing documents for accuracy, format, and compliance with agency policies and procedures. Oversee daily administrative and office operations to maintain a functional, organized, and efficient work environment. Maintain cash logs and related administrative tracking records in support of office operations. Monitor office supply inventory levels and coordinate reordering and restocking of office, workplace, and shipping supplies (e.g., FedEx materials, paper goods, and common-use office supplies) in collaboration with purchasing. Manage mail distribution, postage systems, and shipping resources, and assist staff with related needs or issues. Maintain oversight of shared office equipment, including the coffee machines, coordinating routine maintenance and servicing as needed. Serve as primary liaison with office vendors and service providers, including document storage, shredding services, equipment vendors, and facility-related partners. Support general office logistics and administrative tasks as needed, including occasional administrative production support. Maintain organization and access to shared office resources and supply areas, including key for office supply cabinet.

Other Requirements/Skills:

Ability to deal with problems involving several concrete and intangible variables in standardized situations. Ability to work flexible hours including evening and weekends. Strong mathematical skills with the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical solutions. Thorough knowledge of office practices, procedures and equipment. PC skills—Microsoft Office (Word, Excel, PowerPoint and Outlook). Strong verbal and written communication skills. Able to exchange information concisely and accurately Ability to effectively address large groups of people in a variety of settings Strong mathematical skills with the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical solutions PC skills—Microsoft Office (Word, Excel, Outlook, Publisher, and PowerPoint) Non-profit experience is a big plus!

Job Type:

Full-time Pay:

$65,000.00 - $70,000.00 per year

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Paid time off Tuition reimbursement Vision insurance Application Question(s): Very strong skills in Microsoft Suite (such as Excel and CoPilot)

Education:

Bachelor's (Required)

Experience:

Administrative Assistant:

5 years (Required)

License/Certification:

New York State Driver's license (Required)

Work Location:

In person