Immediate Opening | Employment Opportunity: Executive Assistant

January 13, 2021

Executive Assistant
Capitalize Albany Corporation – Albany, NY

About the Position

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 and also 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 dedicated and talented 10-member team at Capitalize Albany and its engaged and influential Board of Directors strives 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 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 is the Capital of New York and has a population of 97,000. The City itself, however, is much more than a star on a map. Its history spans four centuries, and it builds on that rich heritage to drive into the future as a vibrant, thriving and innovative city. Located at the crossroads of two of the Northeast’s busiest interstate highways and 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

• Manages the administrative duties of three Boards (Capitalize Albany, The City of Albany Industrial Development Agency and the City of Albany Capital Resource Corporation) including meting scheduling and logistics, preparing and posting board materials, ensuring a quorum of members for, and attending and taking minutes at monthly board and committee meetings.
• Adheres to and assists with compliance with applicable rules and regulations (primarily set forth in bylaws and by governmental oversight agencies), including distributing, filing, maintaining and posting public materials to the Corporation’s website.
• Files and maintains corporate documents.
• Assists with the production and distribution of marketing and stakeholder outreach materials.
• Maintains membership list and assists with the annual membership drive.
• Provides information by answering questions and requests.

Office Management

• Facilitates the Corporation’s regular maintenance of office equipment, managing the repair of such and evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinates and distributes ingoing and outgoing mail including checks and invoices.

Executive Administration

• Serves as the front line of communication for telephone inquiries to the organization and refers inquiries to appropriate staff.
• Researches, prioritizes, and follows 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.
• Manages scheduling for senior staff, ensuring that the schedule is followed and respected.
• Assists management with the execution and implementation of annual operating plans that support strategic direction set by the Board of Directors.
• Prepares and edits correspondence, reports and presentations.
• Provides information by answering questions and requests.

Other

• Works and interacts professionally and diplomatically with government officials, business leaders, community and neighborhood organizations and the public, prioritizing customer service.
• Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows-through on projects to successful completion, often with deadline pressures.
• Assists 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; or a combination of at least five years of college and 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 while working independently. Microsoft Office proficiency and advanced word processing skills are required, and experience with WordPress, Zoom and Adobe Acrobat are a plus. 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.

 

To Apply

Please email both a cover letter and resume to [email protected] with “Executive Assistant Position” in the subject line.