Executive Assistant/Special Projects Assistant

Queens Public Library is a national and international leader in the delivery of public library service. Our mission is to transform lives by cultivating personal and intellectual growth and by building strong communities. Queens Public Library welcomes innovators and leaders to contribute to a long history and dynamic future of serving the most diverse county in the United States. Queens Public Library is a private, non-profit corporation with 1,700 employees serving 65 locations.

The Executive Assistant/Special Projects Assistant is an important part of a dynamic team dedicated to advancing the mission of Queens Public Library. This individual is responsible for providing administrative support to the Chief of Staff, Senior Vice President and their departments and will work in collaboration with the President’s Office support team. In addition, they will assist with special projects, events, and initiatives that advance the strategic direction and vision of the organization. The position involves a high level of exposure to sensitive information that requires the use of tact, diplomacy, discretion and judgment. Assignments involve work of a confidential and complex nature.

This unique position involves interaction with a broad range of internal and external stakeholders. The Executive Assistant/Special Projects Assistant must convey a professional and positive image, provide outstanding service to internal and external customers, and take a positive and creative approach to solving problems and completing projects.

• Provides high level of administrative support to the Chief of Staff, Senior Vice President and their departments, including Government Affairs, Community Affairs, Queens Public Library Foundation, Volunteer Services, Marketing, Communications, and Organizational Assessment. Works in collaboration with the President’s Office support staff team.
• Responsible for day-to-day administrative functions including scheduling meetings, managing calendars, managing correspondence, prioritizing and responding to inquiries, composing and submitting travel- and conference-related plans and expenses, and maintaining reports and files.
• Helps maintain smooth operation of the departments including support for timekeeping as well as reconciliation and submission of invoices, purchase orders, check requests, and budget reports.
• Manages internal office operations, including potential supervision of part-time employees.
• Supports Government Affairs-specific needs, including scheduling meetings with elected officials, composing and submitting bimonthly lobbying reports, and creating and maintaining district lists.

• Liaises with elected officials’ offices, including communicating about closures and responding to inquiries in conjunction with the Chief of Staff and Government Affairs team.
• Participates in meetings as needed to record action items and follows up on progress with the Chief of Staff, SVP.
• Assists with Board of Trustees-related assignments, including action items and communications.
• Supports strategic planning processes and projects.
• Helps plan and execute staff meetings and gatherings.
• Provides support for special events organized by Government and Community Affairs.

• Coordinates and manages mailing and distribution of Library materials.
• Assists with preparation and drafting of written correspondence such as internal memos and external letters. Proofreads documents, including letters and testimonies.
• Provides professional, courteous, responsive, and quality customer service to internal and external constituents.
• This unique position provides an opportunity to be involved with and support a variety of department-led and cross-functional events and initiatives.

• Assists with additional special projects as needed.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High School diploma required. College degree preferred.
• A minimum of five years’ experience as an executive assistant and/or relevant experience in a professional environment required.
• Commitment to diversity, equity, inclusion, and accessibility.
• Excellent written and verbal communication skills.
• Exemplary organizational skills.
• High level of proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Publisher, Excel) and Adobe Acrobat.
• Knowledge of SAP (Systems Applications and Products) is a plus.
• Thrives in a dynamic, fast-paced environment with demonstrated ability to manage multiple competing tasks and priorities, while responding to requests in a timely manner.
• Ability to work independently while being a team player.
• High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, diplomacy, and sound judgment.
• Outstanding customer focus and relationship management.
• Eagerness to tackle new projects and ideas and ability to grasp new processes and systems quickly.
• Excellent attention to detail.
• Ability to establish and monitor priorities and meet deadlines.
• Strong analytical skills.
• Ability to resolve complex issues in creative and effective ways, with a resourceful and positive attitude.
• May be required to work occasional evenings and Saturdays.

TO APPLY: Please email your resume and cover letter to [email protected] and reference “Executive Assistant/Special Projects Assistant - EXTERNAL” in the subject line. Resumes will only be accepted by email.

Starting annual salary range is $70,000-$80,000.

The Queens Public Library is an Equal Opportunity Employer.