Coalition for Hispanic Family Services
Department: Executive Office
Job Title: Executive Assistant
Reports To: Executive Director
Date Available: January 3, 2011
Date Posting: December 14, 2010
To apply: Submit a resume and cover letter with qualifications to:
Director of Human Resources
315 Wyckoff Avenue, 4th Fl
Brooklyn, NY 11237
T: 718-497-9060 ext. 315
The Executive Director within the Executive Office provides overall leadership to staff in
the development and implementation of short and long range plans and policies at the
Coalition for Hispanic Family Services. The Executive Office oversees financial
management of the Coalition, assists the Chairman and Board of Directors, and liaises
with other partner and funder-organizations, such as the NYC Administration for
Children’s Services (ACS), NYS Office of Mental Health, NYC Department of Youth and
Community Development, COFFCA and the Robin Hood Foundation among others. In
addition, the Executive Office is responsible for the administration of overall operation
of the Coalition, which includes working with a team of Senior Managers and the
ongoing review and evaluation of their program areas. The Executive Office also
manages the Coalition’s contractual obligations and works to continually allocate
resources throughout the Coalition for greater program effectiveness and efficiency.
The Executive Office interfaces directly with families and children who are our primary
client. The Executive Office is committed to the organization’s mission and to the
relationships that make this mission possible.
The Executive Assistant provides administrative support to the Executive Director
through scheduling, correspondence, general research, preparation for quarterly Board
Meetings, maintenance of records and filing systems, faxing, opening mail and greeting
visitors. The executive assistant also assists with coordination of major projects such
as submission of funding proposals or fundraising events.
The Executive Assistant’s responsibilities include, but are not limited to:
Craft and propose a daily plan of action for execution by the Executive Director to
anticipate deadlines and/or urgency of pending workload.
Schedule appointments and coordinate Executive Director’s Schedule.
Monitor and track Senior Manager’s Schedules.
Coordinate Senior Management meetings, which include scheduling, agenda
preparation, attendance tracking, and taking of minutes.
Arrange and confirm meetings, including reservations and set-up.
Screen and refer all correspondence to the Executive Director and appropriate staff.
Provide support and follow-up to all time-sensitive correspondence.
Draft and compose routine correspondence and RFPs in accordance with established
Provide copy-editing and word processing support of Executive Director’s
Review and verify accuracy of reporters and supporting documentation through
fact-checking and copy editing.
Transcribe documents, which may be complex, confidential or technical in nature.
Maintains Executive Director’s correspondence and personal files with suitable file
Develop and maintain filing system for contracts, proposals and other vital
Interface and provide answers, information and guidance to staff and client inquiries
not involving technical or policy issues.
Manage communication with Board of Directors.
Manage special events and serve as primary event planner for the annual Orgullo
Awards Dinner fundraiser.
Manage other tasks as assigned.
The ideal candidate will exhibit:
Strong communication skills, both written and verbal.
A strong sense of integrity.
Outstanding interpersonal skills: must display patience, poise and professionalism.
Ability to work independently and respond to rapidly changing priorities of projects
and deadlines in a fast paced, hands on environment.
Strong problem solving skills and be a self-starter.
Ability to take initiative and see a project through its completion.
Ability to maintain strong professional boundaries and uphold confidentiality.
Bachelor’s degree with experience in administration and office management or an
Associate’s degree with five plus years experience in administration and office
Proficiency in MS Outlook, Word, Excel and PowerPoint will be required to perform
the necessary functions of this position.
Strong interpersonal, written and verbal communication skills; bilingual in
Spanish/English is a plus.
Detail orientated and excellent organizational skills; accuracy is essential.
Must be a mature responsible individual for supporting compliance requirements by
maintaining high levels of privacy and confidentiality.
Must be a critical thinker, who routinely communicates with all levels of
employees/managers as well as outside consumers.
Ability to analyze problems and develop a successful outcome and a demonstrated
ability to work collaboratively in a team fostered environment with all levels of staff.
Ability to adapt to a flexible schedule.