Employment Opportunity: Executive Assistant

March 19, 2024

Capitalize Albany Corporation is seeking a highly-motivated and organized candidate for Executive Assistant. The Corporation, a non-profit and local public authority charged with economic development in the Capital City, operates in a fast-paced, dynamic environment that has broad and lasting positive impact on the City and Region. The successful candidate must be well organized, detail-oriented, personable, and be able to take direction as well as act independently. This position is supervised by and reports to the President, but works with everyone on the team.

The Executive Assistant regularly, frequently, and independently interfaces with high-level internal and external contacts requiring considerable discretion, initiative and confidentiality. Core responsibilities of the position include coordination and facilitation of monthly board and committee meetings for the Corporation and two organizations it manages, office management, and executive-level administrative support in addition to various other operational and administrative tasks.

About the Capitalize Albany Team

The small, dedicated and talented team at Capitalize Albany and its engaged and influential Board of Directors strive to inspire investment in the City of Albany, NY. The Corporation is a 501(c)3 not-for-profit organization and local public authority with the mission of facilitating strategic economic development and stimulating transformative investment throughout the City of Albany, making New York’s Capital a vibrant place to thrive. A catalyst for economic growth, Capitalize Albany Corporation serves as the City of Albany’s official economic development arm, developing economic development strategies and matching projects with the right partners, tools & resources to equitably stimulate transformational local real estate development & business investment. Capitalize Albany also manages the City’s industrial development agency – a critical tool for local development. As a staff, the Capitalize Albany team values drive, teamwork, flexibility and follow-through and is looking forward to welcoming new perspectives and areas of expertise.

Our Community

The City of Albany, Capital of New York, has a population of 97,000. With a rich history and located at the crossroads of two of the Northeast’s busiest interstate highways along the historic Hudson River, the City of Albany’s distinctive commercial districts and neighborhoods make Albany an urban center of diverse residential, commercial and institutional activity. In addition to being the seat of local, county and state government, the City of Albany is the commercial and cultural heart of a million-person region with major growth in the healthcare, creative economy and technology sectors. The City is home to three hospitals, ten colleges and universities, and hundreds of thriving businesses across all sectors.

Albany is a small city with the potential for big impact. Its affordability, quality of life, and sense of community are matched by its access to major public and private-sector organizations, diversity of cultural, natural and recreational destinations in the rich Capital Region, and easy proximity to major population centers like Montreal, Boston and New York. This combination offers unmatched opportunities for residents and businesses alike.

Responsibilities

Administrative Board Support

• Manage the administrative duties of three Boards (Capitalize Albany, the City of Albany Industrial Development Agency and the City of Albany Capital Resource Corporation) including meeting scheduling and logistics, preparing and posting board materials, taking minutes at each meeting, ensuring a quorum of members for, and attending, monthly board and committee meetings.
• Adhere to and assist with the Corporation’s compliance with applicable rules and regulations (primarily set forth in bylaws and overseen by governmental oversight agencies), including but not limited to distributing, filing, maintaining and posting public materials to the Corporation’s websites.
• File and maintain corporate documents.
• Assist with the production and distribution of marketing and stakeholder outreach materials.
• Maintain membership list and assist with the annual membership drive.
• Provide information by answering questions and requests.

Office Management

• Facilitate the Corporation’s regular maintenance of office equipment, managing the repair of such and evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinate with the Corporation’s Director of Operations and Finance and Property Manager to ensure property management needs are met in a timely and efficient manner.
• Coordinate and distribute ingoing and outgoing mail including checks and invoices.

Executive Administration

• Serve as the front line of communication for telephone inquiries to the organization and refer inquiries to appropriate staff.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Manage scheduling for senior staff, ensuring that the schedule is followed and respected.
• Assist management with the execution and implementation of annual operating plans that support strategic direction set by the Board of Directors.
• Prepare and edit correspondence, reports and presentations.
• Provide information by answering questions and requests.

Other

• Work and interact professionally and diplomatically with government officials, business leaders, community and neighborhood organizations and the public, prioritizing customer service.
• Prioritize conflicting needs; handles matters expeditiously and proactively; and follows-through on projects to successful completion, often with deadline pressures.
• Assist with the organization and implementation of corporate events as needed.
• Other duties as needed.

Qualifications and Skills

The successful candidate will have a bachelor’s degree in a related field and at least two years of comparable experience in a similar environment and role; or a combination of at least five years of college and relevant professional experience. The successful candidate must be well-organized, personable, results-driven and consistently detail-oriented. Excellent people skills, verbal and written communication skills are critical. The dynamic and fast-paced nature of the Corporation’s environment requires excellent critical thinking skills. Flexibility and ability to prioritize and execute multiple tasks simultaneously and efficiently is essential. The successful candidate must be able to work as part of a team, take and execute directions, and display initiative and anticipate needs while working independently. Microsoft Office proficiency and advanced word processing skills are required and experience with WordPress, Zoom and Adobe Acrobat are preferred as those programs will be used daily in the role. Capitalize Albany Corporation is an equal opportunity employer that values diversity. The ideal candidate will add a new perspective and skillset to complement the team’s existing strengths.

Compensation and Benefits

Capitalize Albany recognizes that its greatest strength is its people and is grateful to consistently attract and retain passionate, highly-qualified and highly-motivated individuals to carry out its dynamic and impactful mission. As such, the Corporation offers a competitive benefits package. Salaries are commensurate with experience and performance, and are proactively and routinely assessed through formal performance reviews and third-party analysis to ensure market competitiveness. The salary range for this position is anticipated to be between $55,000 and $65,000 annually. Benefits include excellent health/vision/dental insurance and a robust 401-k retirement plan. The Corporation offers flexibility in the work environment, including a generous leave plan and hybrid on-site/remote operations.

To Apply

Please email both a cover letter and resume to [email protected] with “Executive Assistant Position” in the subject line. The position will remain open until filled, and interviews will be scheduled on a rolling basis. Find out more at www.CapitalizeAlbany.com.