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Executive Assistant/Office Manager
Fifth Avenue Committee
The Executive Assistant/Office Manager will assist FAC's Executive Director and Director of HR and Operations with a wide-range of tasks and projects - managerial, programmatic, and administrative - in order to enhance the Executive Director and Director of HR and Operations' ability to provide consistent leadership to the organization. The position will report to the Executive Director and work very closely with the Director of HR and Operations as well as FAC's senior staff team. The position will work closely with FAC's Board of Directors as well as the Boards of Directors of FAC's affiliates and controlled entities. Additionally, the position will work closely with FAC's Director of HR and Operations to assist in coordinating human resources, operations and administrative functions agency-wide and with our primary nonprofit affiliates, BWI and NHN.
Executive Assistant Responsibilities: 1) Coordinating meetings and communications with various groups (e.g. FAC Board of Directors, affiliates/controlled entities Boards, senior staff, external groups, coalitions, and staff). Confirming decisions and communicating follow-up actions. 2) Implementation of reporting systems, tracking tools, filing systems, database(s) and analysis as needed. 3) Obtaining and analyzing information and resources; and routing information for effective use, by the Executive Director and others in the organization. 4) Facilitating integration between units at FAC, and with BWI and NHN through improved communications, joint program planning, opportunities for building relationships, and tracking activities. 5) Communication and correspondence (written, phone and in-person) with a range of internal and external stakeholders. 6) Special projects (e.g. strategic planning process and orientations, organizational MIS review, Corporation’s database, addressing emerging issues facing the organization, etc..) 7) Other duties as assigned.
Office Manager Responsibilities: 8) Responsible for Office Management at the FAC Center and assist in coordinating administrative and operations functions, agency wide as assigned. 9) Assist with HR issues such as employee on-boarding and orientation, benefits administration, maintaining personnel files as per applicable laws and agency policy and other HR duties as assigned. 10) Oversee all aspects of bi-weekly ADP payroll and ADP Time & Attendance ensuring compliance with appropriate laws, agency policies and reporting requirements. 11) Maintain FAC, BWI and NHN employment and general liability insurance policies and ensuring compliance with all relevant government agencies and/or funders. 12) Ensure timely and accurate processing of all general fund invoices for payment vouchers for FAC and its affiliates. Communicate with vendors and providers as needed. 13) Work closely with staff accountant in the filing process of payment vouchers as well as working closely with relevant staff on HR, and administrative filing. 14) Other duties as assigned.
The ideal candidate for this position will posses a mix of knowledge of community development, and an understanding of effective not-for-profit management, operations, and human resources experience. The candidate will be comfortable performing a broad range of tasks, some highly interactive and some working alone. While the Executive Assistant/Office Manager will work closely with the ED and the Director of HR and Operations, in particular, s/he must also be able to work autonomously and exercise solid judgment and be able to respond to a number of stakeholders in a timely manner.
Specific Qualifications: Bachelors Degree required. Masters degree a plus. Experience and knowledge of not-for-profit organizational development, leadership and management systems (e.g. nonprofit governance, human resources, program planning) is preferred.
At least 3 years prior relevant experience is required including a minimum of 2 years of supervisory/management experience. Prior payroll administration or oversight preferred. Ability to work effectively with a wide range of people. Excellent research, writing, computer and communications skills. High level of attention to detail. Bilingual – Spanish/English preferred. Fast learner. Good judgment, trustworthiness, and respect for confidentiality. Commitment to social justice and to FAC’s mission.
How TO APPLY:
Email resume and cover letter with salary history with “Executive Assistant/Office Manager” in the subject line by August 31, 2012 to:
Fifth Avenue Committee, Inc. c/o Michelle de la Uz, Executive Director 621 DeGraw Street Brooklyn, NY 11217
No Phone Calls Please. For more information about FAC, go to www.fifthave.org
Fifth Avenue Committee (FAC), is a nationally recognized South Brooklyn based, nonprofit community development corporation formed in 1978 whose mission is to advance economic and social justice by building vibrant, diverse communities where residents has genuine opportunities to achieve their goals as well as shape the community’s future. FAC works to transform the lives of over 5,000 low and moderate income New Yorkers annually so that we can all live and work with dignity and respect while making our community more equitable, sustainable, inclusive and just.
To achieve our mission FAC develops and manages affordable housing and community facilities, creates economic opportunities and ensures access to economic stability, organizes residents and workers, offers student centered adult education, and combats displacement caused by gentrification. In addition to our grassroots neighborhood work, we are actively involved in broader coalitions and campaigns. Fifth Avenue Committee and its nonprofit workforce development affiliate, Brooklyn Workforce Innovations (BWI) have 100 full and part-time employees. Together with FAC’s other nonprofit tenant advocacy and housing counseling affiliate, Neighbors Helping Neighbors (NHN), we have 5 offices in Brooklyn, including the main office in Park Slope/Gowanus.