Executive Assistant to the EVP - Brooklyn Public Library

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 $75,000-80,000. To be considered, interested applicants should submit a cover letter along with their application.