Executive Assistant, National Office

The American Committee is seeking an Executive Assistant to provide administrative and clerical support to the CFO/Senior V. P. and the Director of Finance and other staff in the Finance department.

 

Reports to:

Chief Financial Officer & Senior V. P., Finance & Administration and Director of Finance

 

Essential Responsibilities and Duties:
  • On a daily basis, obtain cash balance in ACWIS and Feinberg Graduate School bank accounts, and prepare Daily Cash Balance report.
  • Provide administrative support to all staff members of the Finance organization.
    • Type materials (e.g., correspondence, committee meeting agendas and minutes, reports, variance analyses, etc.)
    • Distribute reports and financial statements to lay leaders, donors and staff.
    • Organize and maintain department’s central files.
    • Monitor level of inventory and order office supplies when needed.
    • Maintain attendance records for the department, following up to ensure staff submit reports on a timely basis.
    • Answer and direct incoming phone calls.
    • Photocopy materials and fax correspondence.
    • Arrange for messengers and overnight mail deliveries, as needed.
  • Canvas members of the Audit, Budget and Investment committees to determine availability for meetings. Notify members of meetings, send meeting materials, and make conference call arrangements for members who do not attend in person.
  • Make arrangements for wire transfer of funds, obtaining necessary information (e.g., recipient bank account information, social security numbers, etc.) to ensure transfers are effected.
  • Maintain records for State of Israel bonds donated to ACWIS. Ensure appropriate forms and signatures are obtained to enable transfer of ownership to ACWIS.
  • Maintain control book of annual audit confirmations. Prepare confirmations (bank accounts, pledges, insurance policies, investment managers) for mailing and monitor responses.  Follow up with second requests, as appropriate.
  • Prepare deposits for miscellaneous receipts (e.g., miscellaneous receivables, interest on State of Israel bonds, expense reimbursements, etc.)
  • Maintain chronological files for (1) correspondence, (2) faxes, and (3) bank wire transfers.
  • Obtain and complete signature cards, and obtain all necessary signatures whenever a signatory is added or deleted from a bank account.
  • Participate in special projects, as assigned.

 

Skills and Abilities Required:
  • Excellent organizational and communication skills.
  • Strong customer service orientation.
  • Ability to interface well with all departments of the organization, work cooperatively with department staff to achieve department goals, and maintain the highest level of confidentiality.
  • Multi-task oriented. Demonstrates flexible and efficient time management and ability to prioritize workload.

 

Computer Equipment and Software Requirements:

Proficiency in Microsoft Word and Excel. Familiarity with database software.

 

Preferred Education and Experience:

Bachelor’s degree and previous work experience in project support, preferably in a not-for-profit organization.

 

Work Environment:

The job operates in a professional office environment, located in mid-town Manhattan.

 

Applications

If you are interested in this career opportunity, please submit your resume and a cover letter to:

Ellen Hofstatter
Vice President, Human Resources and Administration
American Committee for the Weizmann Institute of Science
633 Third Avenue, 20th floor, New York, NY 10017
Email: e.hofstatter@acwis.org Telephone: (212) 895-7925