Title: Executive Assistant

Unit: Individualized Correction Achievement Network (ICAN), Research Center

Reports to: VP of Programs and Research

Status: Full-Time; Regular; Exempt

Location: Long Island City, NY 11101

Days/Hours: Hybrid; Monday- Friday 9am- 5pm, some weekdays and evenings required

Position Summary:

Under the Vice President of Programs and Research (VP), the Executive Assistant position will be responsible for supervising multiple projects and collaboratively with the VP to provide support and guidance to staff and managers working on a variety of programmatic and research center initiatives. The Executive Assistant must be a critical thinker with a strong passion and interest in policy and advocacy for a nationally recognized non-profit organization dedicated to supporting successful reentry from prison/jail and promoting alternatives to incarceration. A positive, collaborative work style and comfort in a multi-cultural and multi-generational environment is extremely important.

Essential Duties and Responsibilities:

• Draft and/or review memoranda and reports related to research center and program projects and initiatives;
• Prepare forms, invoices, and other documents for review and signature;
• Be a thought-partner to VP, management, and other team members related to programs, research, and specific Fortune projects;
• Prepare office and meeting space for meetings and special events, assist with set up of technology for meetings and phone calls (set up Skype, projectors, etc.);
• Be key point of contact between VP, Senior Director(s) and Fortune Senior Executive Team, administrative, and direct services staff;
• Manage the daily administrative operations of the research center while continuously creating and evaluating processes streamlining for organization and identifying mechanisms for improving efficiency;
• Exercise strategic thinking and assertive communication prioritizing tasks as deadlines require;
• Provide effective time management for the VP through high-level strategic calendar management that aligns with the overarching programmatic and research center goals and the required grant deliverables;
• Coordinate executive-level communication, including taking minutes during internal and external meetings and teleconference calls, responding to emails, and interfacing with organizational partners, clients, and internal staff;
• Working with Human Resources, recruit and supervise transitional work personnel, interns, and volunteers as research center’s workload requires;
• Monitor achievement towards grant deliverables and act as a liaison between VP and managers regarding submission of reports, follow-up with funders, and ensuring that deadlines are met;
• Keep track of audit dates and outcomes;
• Coordinate travel arrangements for VP;
• Attend and participate in meetings, conferences, and trainings; and
• Other duties as assigned.

Supervisory Responsibilities:

Responsible for the supervision of transitional work personnel. May at times also carry out supervisory responsibilities of volunteers and interns; carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training transitional employees; planning, assigning, and directing work; appraising performance; rewarding and engaging transitional employees; addressing employee relations and resolving problems.

• High school diploma or HSE required; some college preferred;
• Prior experience preferably in human services, criminal justice, sociology or related field;
• 3-5 years of experience as Executive Assistant for senior level staff;
• Must be able to communicate professionally and effectively both in writing and oral form with a wide range of people both inside and outside of the organization;
• Ability to work effectively with minimum supervision in a fast-paced, high volume office, and appropriately set priorities and exercise independent judgment;
• Attention to detail and problem solving skills;
• Ability to build relationships with staff members at all levels;
• Proficiency in MS Office, especially Excel and PowerPoint;
• Initiative, creativity, and a high energy level;
• Excellent organizational and time management skills;
• Interest in or experience working with individuals with criminal legal system involvement;
• Ability to analyze and interpret project requirements (contract deliverables);
• We seek talented, dedicated individuals from all walks of life who possess a strong commitment to Fortune’s mission. Relevant personal experience is a plus; and
• Fully vaccinated against COVID-19 with a Centers for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable accommodation due to a qualified disability or sincerely held religious belief or other legal basis). Applicants should not provide medical or genetic information in their applications.

Travel Requirements – Long Island City, NY and may require travel to our Harlem office as well as NYC Jails.

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.