Company:
Brooklyn Public Library
Location: Brooklyn
Closing Date: 08/11/2024
Hours: Full Time
Type: Permanent
Job Requirements / Description
Overview:
Brooklyn Public Library is one of the nation’s largest library systems and among New York City’s most democratic institutions. We offer thousands of free programs every day for people from all walks of life—immigrants learning a new language, aspiring entrepreneurs launching their dreams, children discovering the world, people of all ages exploring arts and culture. And we give patrons millions of opportunities to enjoy one of life’s greatest satisfactions: the discovery of a good book. Now’s your chance to join the best team in Brooklyn!
The Executive Assistant performs a wide range of administrative duties in support of the efficient and effective operation of the executives in the President’s Office. The Executive Assistant supports the Chief Librarian, the Executive Vice President for Finance and Administration and the Executive Vice President of External Affairs. As the primary liaison between the executives, staff and external parties, the Executive Assistant is highly visible and manages various professional relationships, exercising a great deal of judgment and discretion in representing the President’s Office.
In addition to the day-to-day support to the department, the Executive Assistant’s scope of responsibilities will include project management along with administrative support for scheduling, managing deadlines, budget and expense reporting and coordinating meetings and presentation materials.
Responsibilities:
Work closely with BPL’s executive management team and their support staff
First point of contact for inquiries to the president’s office and offices of EVPs, screening incoming calls and correspondence, responding independently or routing to the appropriate office
Responsible for heavy calendar management, requiring interaction with both internal and external parties to coordinate a variety of meetings and events
Maintain budgets and reimbursements for executives and executive-driven projects
Provide support to committees; recording and transcribing minutes, preparing agenda materials, and arranging logistics of meetings
Create and develop presentation materials
Serve as project manager for select executive projects
Organize divisional programs, events, or conferences by arranging for facilities and caterers, issuing information or invitations, coordinating speakers, and managing event budget
Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner
Maintain office supplies, materials and provisions for President’s office; responsible for tracking expenditures
Arrange travel schedule and reservations for executive management as needed
Keep up with remote and virtual technologies as needed
Other duties as assigned
Qualifications:
Bachelor’s Degree required
Two - three years of administrative support experience with nonprofit or higher education experience preferred
Excellent organizational, interpersonal and relationship management skills
Experience creating with MS Office, including Word, Excel, PowerPoint, OneDrive and Outlook & willing to learn new technologies
Must be able to proactively multi-task and adapt to changing and competing needs
Demonstrated ability to provide outstanding customer service
Ability to be self-directed and to work successfully as a member of a team
Strong communication (oral & written) and analytical skills
Willing to take initiative and seek out new assignments & projects
Interest in libraries is a plus
This is a non-union, exempt position with a salary range of $(phone number removed). To be considered, interested applicants should submit a cover letter along with their application.
Brooklyn Public Library is one of the nation’s largest library systems and among New York City’s most democratic institutions. We offer thousands of free programs every day for people from all walks of life—immigrants learning a new language, aspiring entrepreneurs launching their dreams, children discovering the world, people of all ages exploring arts and culture. And we give patrons millions of opportunities to enjoy one of life’s greatest satisfactions: the discovery of a good book. Now’s your chance to join the best team in Brooklyn!
The Executive Assistant performs a wide range of administrative duties in support of the efficient and effective operation of the executives in the President’s Office. The Executive Assistant supports the Chief Librarian, the Executive Vice President for Finance and Administration and the Executive Vice President of External Affairs. As the primary liaison between the executives, staff and external parties, the Executive Assistant is highly visible and manages various professional relationships, exercising a great deal of judgment and discretion in representing the President’s Office.
In addition to the day-to-day support to the department, the Executive Assistant’s scope of responsibilities will include project management along with administrative support for scheduling, managing deadlines, budget and expense reporting and coordinating meetings and presentation materials.
Responsibilities:
Work closely with BPL’s executive management team and their support staff
First point of contact for inquiries to the president’s office and offices of EVPs, screening incoming calls and correspondence, responding independently or routing to the appropriate office
Responsible for heavy calendar management, requiring interaction with both internal and external parties to coordinate a variety of meetings and events
Maintain budgets and reimbursements for executives and executive-driven projects
Provide support to committees; recording and transcribing minutes, preparing agenda materials, and arranging logistics of meetings
Create and develop presentation materials
Serve as project manager for select executive projects
Organize divisional programs, events, or conferences by arranging for facilities and caterers, issuing information or invitations, coordinating speakers, and managing event budget
Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner
Maintain office supplies, materials and provisions for President’s office; responsible for tracking expenditures
Arrange travel schedule and reservations for executive management as needed
Keep up with remote and virtual technologies as needed
Other duties as assigned
Qualifications:
Bachelor’s Degree required
Two - three years of administrative support experience with nonprofit or higher education experience preferred
Excellent organizational, interpersonal and relationship management skills
Experience creating with MS Office, including Word, Excel, PowerPoint, OneDrive and Outlook & willing to learn new technologies
Must be able to proactively multi-task and adapt to changing and competing needs
Demonstrated ability to provide outstanding customer service
Ability to be self-directed and to work successfully as a member of a team
Strong communication (oral & written) and analytical skills
Willing to take initiative and seek out new assignments & projects
Interest in libraries is a plus
This is a non-union, exempt position with a salary range of $(phone number removed). To be considered, interested applicants should submit a cover letter along with their application.
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Brooklyn Public Library