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Police Athletic League Executive Assistant in New York, New York

The Police Athletic League (PAL) is the largest independent youth organization in New York City that provides educational and recreational activities for children and young adults. PAL Inc. and The New York City Police Department work in partnership to provide communities with summer and after-school recreational and educational activities.

We are looking for a Executive Assistant who will s erve as an Administrative Assistant supporting the Executive Director. Responsible for the overall administration of the Executive Office which includes, but is not limited to the following: drafting letters, and word processing; scheduling of meetings, maintaining and updating Executive Director’s calendar, management of general office files, reviewing and prioritizing of mail and other correspondence that come into the office, management of inventory and supplies in addition to other administrative duties as assigned by the Executive Director. Attention to detail and problem-solving skills, as well as excellent written and verbal communication skills, are requirements. The successful candidate must have the ability to work well under pressure and have the confidence to make informed decisions independently.

This position will follow a hybrid work schedule (in-office and remote).

Major Duties & Responsibilities

  • Maintain contact with the Board of Directors and their staff to facilitate the scheduling of meetings, the signing of vital documents, and ensuring the timely notification to all Board Members of meetings, special events, and other pertinent issues.

  • Attend Board Meetings and the recording and distribution of minutes related to the meetings.

  • Under the direction and approval of the Executive Director, establish and maintain systems to monitor and manage records, files, etc.

  • Receive and disseminate correspondence to appropriate staff etc. on behalf of the Executive Director.

  • Respond to requests from internal and external entities with the approval and under the direction of the Executive Director.

  • Handle expense reports, payment authorization forms, business meal authorization expense reports, pre-travel requests, tax exemption forms, petty cash, purchase requests, etc.

  • Prepare correspondence, reports/presentations, and assist with planning, research, and other writing assignments for both internal and external audiences.

  • Plan, coordinate

  • and execute firm-wide events throughout the year (internal and external events).

  • Format information for internal and external communication – memos, emails, presentations, reports, etc.

    Skills & Knowledge/General Comments

  • A minimum of an associate degree from an accredited college.

  • A minimum of five years of professional experience in a business, or the non-profit environment in an administrative capacity.

  • Some HR knowledge is a plus / ADP / ADP Time and attendance is a plus.

  • Ability to creatively problem-solve information management challenges.

  • Strong communication skills, organizational skills, and attention to detail.

  • Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

  • Ability to prioritize multiple tasks in a dynamic, deadline-driven environment.

  • Familiarity with office equipment and applications (e.g., e-calendars, scanners, and copy machines).

  • Hybrid scheduling will be up to the discretion of the supervisor.

  • Bilingual (English/Spanish) is a plus.

The Police Athletic League seeks to hire staff who reflect the diversity of the communities we serve. All positions at PAL are filled without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, disability, HIV/AIDS status, veteran status, or any other characteristic protected by law. All are encouraged to apply.

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