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Jobs: Executive Assistant

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National Headquarters, New York

Department: Executive

Location: Headquarters, New York, NY

Reports To: Chief Executive Officer, Chief Development Officer

FLSA Status: Exempt/ Full-Time

Union Status: Exempt

Summary

Reporting directly to the Chief Executive Officer and Chief Development Officer, Lambda Legal is seeking a detailed-oriented and self-motivated Executive Assistant who works independently performing a wide range of complex and confidential administrative support duties.

The Executive Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing reports.

Who We Are

Lambda Legal is a national organization committed to achieving full recognition of the civil rights of lesbians, gay men, bisexuals, transgender people and everyone living with HIV through impact litigation, education and public policy work. Since 1973, Lambda Legal has used impact litigation and other advocacy tools to decriminalize same-sex relationships; challenge discrimination against LGBT people and people living with HIV in the workplace, the home, in schools, in health care, and in the military; and protect LGBT families, including by winning and defending marriage equality. Clients are not charged for legal representation or advocacy and Lambda Legal receives no government funding. Headquartered in New York City, Lambda Legal has regional offices in Los Angeles, Chicago, Atlanta, Dallas, and Washington, D.C.

We believe that serving the full breadth of the LGBT and HIV communities requires cultural competency and enthusiasm for diversity of all kinds. To be successful, we must approach our work with an understanding that discrimination based on sexual orientation or gender identity is not the only obstacle to achieving full formal and lived equality for LGBT people and everyone living with HIV– rather, we recognize the intersectional nature of discrimination, specifically including biases based on race, religion, national origin, education, and class. In light of this reality, we prioritize awareness and proactive commitment to counteracting these biases and their compounding effects.

Essential Duties and Responsibilities

  • Manage CEO and CDO calendars, including scheduling/arranging meetings, booking meeting rooms, and sending invitations and reminders when needed
  • When needed, coordinate executive travel, hotel and car reservations, including verifying required travel documentation, determining timelines and processes to obtain necessary documentation and taking appropriate steps to acquire documentation
  • Track CEO and CDO expense receipts and prepare monthly expense reports.
  • Manage CEO and CDO communications and correspondence (phone, voicemail, mail), responding when needed; bringing action items forward to appropriate individual’s attention
  • Ensure supporting materials (agendas, supplemental materials) for both internal & external meetings and events are prepared accurately and provided in a timely manner
  • Maintain records of meeting agendas, next actions, and results
  • Accurately review, proofread, and assist with any materials, including documents, reports, memos, briefings, presentations, forms, and other items ensuring accuracy and completeness
  • Proactively contribute to office and organizational activities to ensure an efficient and cohesive team environment
  • Other duties as assigned

Qualifications

Key Attributes

  • High degree of professionalism in any setting
  • Proficient with scheduling meetings and managing multiple calendars
  • Proactive and anticipatory – can put themselves in the shoes of the executive
  • Detail-oriented and self-motivated self-starter
  • Thrives gracefully under pressure in a demanding environment
  • Highly organized and able to meet deadlines
  • Able to discretely handle highly confidential information
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Able to manage multiple tasks and projects at once
  • Strong work ethic and a purpose driven commitment to the mission of Lambda Legal
  • Responds well to constructive feedback
  • Comfortable with technology
  • Able to learn quickly
  • Excellent written and oral communication skills
  • Works well with a wide range of people and styles
  • Proven ability to function well in a team setting

Education and Experience Requirements

  • 5+ years of professional work experience, including at least 2 years supporting senior executive level staff
  • Strong computer skills including Word, PowerPoint, and Outlook
  • Proficiency with Excel is an asset; comfort with Excel is required
  • Excellent and professional command of the English language in a written and verbal capacity
  • Operates with a high degree of accuracy with strong attention to detail
  • Ability to manage conflicting priorities while respecting tight deadlines
  • Proven ability to establish professional working relationships with colleagues and external clients

Working at Lambda Legal requires a demonstrated awareness of the concerns of the LGBT community and an eagerness to work in a gender-diverse, and racially-diverse and equitable environment.

Compensation

Salary is commensurate with experience. Competitive benefits package is provided, including medical, dental, life and long-term disability insurance, employer contributions to retirement account, and substantial vacation.

Application

The position is open until filled.

Send resume and cover letter by e-mail only to careers@lambdalegal.org, attention Andre Zax and Mildred Perez with the subject line of “Executive Assistant”.

No calls please. Due to the high volume of applications, Lambda Legal cannot return phone calls about the position and cannot notify all applicants of status.

Lambda Legal is committed to further building and maintaining a staff that reflects the full range of LGBT, HIV-affected and allied communities, and is an equal opportunity employer. People of color, transgender and gender-diverse people, women, people with abilities in multiple languages, immigrants, people living with disabilities, and individuals living with HIV are encouraged to apply.