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Executive Assistant - International Social Impact

Social Impact & Philanthropy | New York, NY | Full Time

Job Description
Sesame Workshop is looking for an Executive Assistant. The Executive Assistant will report to the President of Global Impact and Philanthropy (SIP) at Sesame Workshop. The right candidate will provide support for the office of the President on items including administrative tasks, travel arrangements, scheduling, events and speaking engagements. This fast-paced position will continually juggle competing demands by working closely across the company and especially with division teams including International Social Impact, U.S. Social Impact, Philanthropic Development, Corporate Events, Strategic Communications and Marketing.

Responsibilities

Assist with general administrative tasks and projects. Responsibilities will include:
  • Answering phones, faxing, handling correspondence, and routing various paperwork
  • Manage and maintain the calendar. Proactively manage President’s time to focus on mission critical initiatives
  • Schedule meetings for the President with 1 – 100+ attendees; recurring meetings; reserving meeting space, AV assistance; order catering, provide setup and breakdown
  • Manage the President’s extensive contact database via Outlook. Ensure contacts are up-to-date and accessible always; troubleshoot as needed
  • Assist with substantial printing needs, technology, copying, data entry and list creations daily
  • Manage and maintain physical and digital file inventory; scan and file important material in a cohesive and organized manner including: program assets, presentations, fact sheets, internal and external reports, concept notes, and executive briefings etc.
  • Help President screen and prioritize emails/competing requests
  • Assist with all shipments, mailroom and messenger deliveries, and maintain record of outgoing packages
  • Coordinate all travel arrangements including visas for Int’l travel; prepare briefs and include all necessary material
  • Process expense reports via Concur
  • Coordinate meetings with departments
  • Order and organize office supplies, stationery, and Sesame premiums. Maintain a tidy work environment
  • Create contracts for interns and short-term consultants
  • Provide onsite support for special events, internal and external, including Sesame’s Annual Gala as needed
  • Other similar support tasks as needed

Basic Qualifications

  • Bachelor’s degree or similar experience
  • 4-5 years of relevant professional / administrative experience with at least 3 years working as an executive assistant
  • Advanced knowledge of Microsoft Office (Outlook, Excel, PowerPoint, Word)
  • Must be proactive and able to work independently as well as contribute to a strong team  

Other Qualifications

  • Strong attention to detail, highly organized; Strong follow-up skills to ensure accuracy and completeness
  • Superb communication both verbal and written; poised and professional demeanor and a communicator who can interact with high-level executives as a representative of the President and division
  • Discretion handling sensitive and personnel-related material
  • Excellent phone etiquette and time management skills
  • Quick to learn new tasks
  • Social Media savvy
  • Must be able to work with competing deadlines and tight timeframes
  • Willingness to respond to time sensitive emails outside of normal business hours
  • Strong editing, proof-reading, and copy-editing skills