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Executive Assistant (NYC)

Who we are

The Vera Institute of Justice, founded in 1961, is a nonprofit criminal justice organization that strives to build just government institutions and safe communities free from the scourge of racism, white supremacy, profit, and inequity that is pervasive in this country’s legal systems. We are an “inside” lane organization that drives change at scale with ambitious public sector leaders who share our commitment to building anti-racist, reparative systems that deliver justice. We leverage our access to government to transform these systems and work collaboratively with stakeholders across many movements—including advocacy, grassroots, and grassroots organizations. Our role is to pilot solutions that are transformative and achievable, harness the power of evidence to drive effective policy and practice, and use advocacy and communications to change narratives and norms.

 

Vera has a staff of almost 300 people and offices in New York City, Washington, DC, Los Angeles, and New Orleans. We are an equal opportunity employer with a commitment to diversity in the workplace. We expect our staff to embody respect, independence, collaboration, commitment, anti-racism, and equity—both in our outward-facing work and the internal culture of our workplace. We value a range of experiences in people’s educational backgrounds and encourage people who have been directly impacted by the criminal justice system to apply.

 

Who you are

The Executive Assistant (EA) to the President is responsible for the efficient and effective functioning of all administrative processes of the Office of the President and in many cases serves as the initial point of contact between the President and external and internal stakeholders. This position provides a unique perspective on matters of significance across all aspects of Vera’s functions, plays a critical role in managing the President’s calendar to best meet the needs of the institution, and requires someone who is willing to take on increasing levels of responsibility to meet the needs of the Office of the President. Reporting directly to the executive associate, the executive assistant will perform a wide range of complex and confidential administrative and clerical support duties. This role requires excellent communication, interpersonal, and organizational skills, and an ability to problem solve and triage independently and professionally.

 

In this role, you will:

  1. Administrative
  • Maintains the calendar and daily scheduling for the president. Conserve the president’s time by planning and scheduling meetings, conferences, and teleconferences accordingly. 
  • Serve as an administrative contact and liaison with external contacts, typically for in-office meetings, events, or interviews. 
  • Must be able to handle themselves professionally, calmly, and politely as they will have direct interaction with other executives within the organization as well as external stakeholders.  
  • Be attentive to details and adaptive to department needs, exercising judgment with generally defined practices and policies.  
  • Exhibit high energy and willingness to pitch in and help the larger team accomplish goals / work assignments. 
  • Demonstrate excellent time management skills, including the ability to work independently and prioritize workload appropriately. 
  • Coordinate with other staff coordinators and assistant within Vera to ensure an efficient and well-organized work environment. 

 

  1. General
  • Perform general office duties, including listening to voicemails and taking messages, arranging domestic and international travel, submitting contracts, paying invoices, scheduling, and coordinating meetings, managing (Outlook) calendars, arranging meals, completing, and processing expense reports.  
  • Perform specific functions to support the Executive department routing materials for signature sign off or approval, create and modify basic PPT charts/slides, coordinate department-wide systems or processes to streamline work, etc. 

 

  1. Other
  • Helps coordinate Executive team events, including retreats and board meetings. 
  • Attends meetings throughout organization at president’s request to obtain updated project information, deepen understanding of programs and operations, and/or provide administrative support.  
  • Additional duties, as needed. 

 

What qualifications do you need?

Required:

  • two or three years of executive assistant or assistant work experience.

Preferred:

  • An Associate’s or Bachelor’s degree is preferred, we welcome candidates who self-assess that their skills and strengths match the following: 
  • You are organized and level-headed.
  • Being an executive assistant is your career path of choice.
  • You are skilled in supporting leadership in a not-for-profit organization and you want to use your talents for a great cause.
  • In everything you do, you exhibit a core commitment to racial justice and equity.
  • You can connect the logistics to the larger picture, and the way we work in the day-to-day to the way we want to work collaboratively, conscientiously, and effectively at every level.
  • You have patience for the in’s and outs of systems; an enthusiasm for execution and event planning; curiosity and motivation for administrative projects; and strong organizational skills.
  • You are an instinctual collaborator and enjoy working with teammates from a breadth of backgrounds  
  • You have strong task management skills and thrive when you’re multi-tasking; you can drive multiple pieces of work forward in a fast-paced environment 
  • You have exceptional organizational skills, with an ability to keep the big picture in mind while ensuring all the little things are taken care of 
  • You are proficient with Microsoft Excel, Outlook, Power Point, Word, and easily able to learn new software. 
  • You have an interest in core areas of our work and a commitment to racial equity 

 

Applications may also be faxed to:

ATTN: Human Resources / Executive Assistant, Executive
Vera Institute of Justice
34 35th St, Suite 4-2A, Brooklyn, NY 11232
Fax: (212) 941-9407
Please use only one method (online, mail or fax) of submission.
No phone calls, please. Only applicants selected for interviews will be contacted.

Vera is an equal opportunity/affirmative action employer.  All qualified applicants will be considered for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, military status, prior record of arrest or conviction, citizenship status, current employment status, or caregiver status. 

Vera works to advance justice, particularly racial justice, in an increasingly multicultural country and globally connected world. We value diverse experiences, including with regard to educational background and justice system contact, and depend on a diverse staff to carry out our mission. 

For more information about Vera, please visit www.vera.org

 

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