Job Description

POSITION OVERVIEW:

The Executive Assistant is responsible for providing full support to the General Manager and this may include support to the Senior Leadership Team and members of Governance.  The job encompasses a high level of confidentiality, integrity and trust.  The individual in this role will perform a variety of tasks and duties that are pivotal to the success of a well-run, efficient organization. This is a highly visible and influential role that promotes the value of trust throughout the organization, consistently keep commitments, and employ exceptional follow-through.

The ideal candidate will possess a high level of confidence, integrity, be a collaborative self-starter who excels at multi-tasking and thrives in a fast-paced environment, have exceptional organizational and communication skills, have extensive experience in handling confidential and sensitive materials with discretion, be highly motivated, energetic, extremely personable and comfortable working closely with executive management and members of Governance, ability to take on new and unfamiliar tasks, and prioritize workload proactively and expeditiously.

This is a Monday-Friday in-person job. The individual must be available to work a minimum of 1-2 evenings per month.

ESSENTIAL FUNCTIONS:

• Provide exceptional standard of support to the General Manager by serving as not only a gatekeeper, but additionally as the central point of contact.
• Manage the General Manager calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Arrange meetings and team events by creating and sending invitations as directed; in addition to reserving meeting rooms, organizing for events, audio/video, and other essential services as needed.
• Answer incoming calls and provide support as required by taking detailed messages that allow the General Manager to respond effectively.
• Manage multiple projects, taking on new responsibilities, autonomously provide solutions and assistance, and handle novel issues.
• Provide administrative support to the Club President, and Fifty Vanderbilt Foundation President.
• Ability to review and prioritize emails for the General Manager, responding to emails directly when necessary.
• Compile and distribute meeting materials in advance of Club governance meetings.
• Attend certain meetings to take notes/record minutes and follow up on action items.
• Collaborate on certain deliverables, such as formal letters the membership and presentation materials, and ensure deadlines are met.
• Collaborate on e-mails, memo drafts, and prepare communications on the General Manager and Club President’s behalf.
• Additional duties may be assigned by the General Manager.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• High School diploma/GED required; Hospitality degree or Executive Assistant certification preferred or a combination of education and experience. 
• At least 3 years of administrative experience required in a fast paced environment. Previous EA experience highly preferred.
• At least 3 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite.
• At least 3 years of calendar management supporting executives preferred.
• At least 1 year of experience working with committees, board of directors, or other volunteer governance groups.
• Experience planning ahead and managing time effectively highly preferred.

 BENEFITS: Competitive health plans which include medical, dental, vision, Flexible Spending Accounts; Commuter Benefits; Retirement Plan (401(k) with match); Life Insurance; Long Term and Short Term Disability; Paid Time Off Program; Sick Leave; Paid Family Leave and Family Medical Leave which include parental leave, etc. 

Company Description

The Yale Club of New York City is conveniently located in the heart of midtown Manhattan right across the street from Grand Central Station and a short walking distance from Port Authority in Times Square, which makes it a perfect location for commuters. The Yale Club was formed in 1897 to maintain a clubhouse for the use and benefit of alumni from Yale University. The idea behind the Club was to promote the frequent meeting and continuation of fellowship and traditions. We are the only Yale Club with a physical building. Our grand 22-story building opened its doors in 1915 and has become a home away from home for thousands of Yale alumni over the past century and now welcomes 14,000 members and reciprocal members. We strive daily to make these experiences memorable. Our staff is a group of dedicated, high-performing professionals who make the Club a special place for members and foster an enjoyable work environment for all. In joining our team, you become a part of our long-standing tradition of providing exceptional experiences for our members and guests and belonging to a team that believes in fostering a supportive, positive, and productive environment. The Club is committed to doing good work and supporting others and our community. Anyone who joins the Club is joining a group of people who care about people. The Yale Club of New York City is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. The Yale Club makes hiring decisions based solely on qualifications, merit, and business needs.