Chapel & York · 18 hours ago
Executive Private Assistant, All-Inclusive Charity Management Accounts
NYC Metro Area
Full-time
Remote
Mid Level
$50K/yr - $55K/yr
3+ years exp
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Responsibilities
Serve as the secondary point of contact for All-Inclusive Charity Management clients, liaising with the Senior Manager, All Inclusive Accounts in, when needed, addressing queries and managing requests.
Liaise with relevant departments (e.g., legal, financial, regulatory, governance) to address client enquiries and ensure effective responses.
Organizes client board meetings upon request, creating meeting agenda, taking minutes or reviewing board minutes to ensure compliance with IRS regulations and follow-up on approved actions/regulations.
Set up payments in client bank accounts for review and approval by Account Managers
Confirm client authorisations for requested banking activities.
Provide executive support to the Senior Manager, All-Inclusive Accounts, including managing calendars, scheduling board meetings, and organizing monthly check-ins with clients.
Handle correspondence, including screening and directing incoming emails and following up on complex inquiries.
Prepare reports, presentations, and other documents as requested by the Senior Manager, ensuring all materials are accurate, timely, and appropriately formatted.
Maintain an organized and efficient filing system for client documents and other relevant information in company management systems (Zoho, ShareFile, etc.).
Ensure that all records, including time spent on client tasks and prospective clients, are accurately logged.
Collaborate with other departments (e.g., Gift Processing, Governance, Finance, Marketing and IT) to fulfill client needs and maintain accurate records.
Proactively communicate with internal teams to ensure seamless execution of tasks and meet client expectations.
Provide backup support to the Senior Manager in their absence, ensuring that client communications and requests are addressed promptly and effectively.
Stay engaged with Chapel & York’s content and broader charity sector via social media platforms such as LinkedIn.
Assist in building the company’s online presence by fostering relationships with the charity community.
Qualification
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Required
High degree of organization, attention to detail, and a strong ability to manage multiple priorities, working across several time zones and departments.
Serve as the secondary point of contact for All-Inclusive Charity Management clients, liaising with the Senior Manager, All Inclusive Accounts in, when needed, addressing queries and managing requests.
Liaise with relevant departments (e.g., legal, financial, regulatory, governance) to address client enquiries and ensure effective responses.
Organizes client board meetings upon request, creating meeting agenda, taking minutes or reviewing board minutes to ensure compliance with IRS regulations and follow-up on approved actions/regulations.
Set up payments in client bank accounts for review and approval by Account Managers.
Confirm client authorisations for requested banking activities.
Provide executive support to the Senior Manager, All-Inclusive Accounts, including managing calendars, scheduling board meetings, and organizing monthly check-ins with clients.
Handle correspondence, including screening and directing incoming emails and following up on complex inquiries.
Prepare reports, presentations, and other documents as requested by the Senior Manager, ensuring all materials are accurate, timely, and appropriately formatted.
Maintain an organized and efficient filing system for client documents and other relevant information in company management systems (Zoho, ShareFile, etc.).
Ensure that all records, including time spent on client tasks and prospective clients, are accurately logged.
Collaborate with other departments (e.g., Gift Processing, Governance, Finance, Marketing and IT) to fulfill client needs and maintain accurate records.
Proactively communicate with internal teams to ensure seamless execution of tasks and meet client expectations.
Provide backup support to the Senior Manager in their absence, ensuring that client communications and requests are addressed promptly and effectively.
Stay engaged with Chapel & York’s content and broader charity sector via social media platforms such as LinkedIn.
Assist in building the company’s online presence by fostering relationships with the charity community.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Detail-Oriented: Strong attention to detail in both administrative and client-facing tasks.
Excellent verbal and written communication skills. Ability to communicate effectively with clients and internal teams across various levels of the organization.
Strong customer service skills with a focus on delivering high-quality service to clients.
Ability to manage multiple priorities and meet deadlines, with excellent time management and organizational skills.
Strong critical thinking and problem-solving abilities to resolve client issues.
Ability to work effectively in a remote, global team environment, managing communications across different time zones.
Highly self-motivated with the ability to work independently and take initiative.
Exceptional ability to learn quickly and adapt to new responsibilities.
Proven ability to manage and prioritize competing demands under pressure.
Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
Preferred
Education: Associate Degree in Business Administration or equivalent experience preferred.
Experience: At least three years in an administrative role, with a minimum of two years as an executive assistant, preferably in the non-for-profit sector, higher education or charity management entity.
Experience with CRM systems (Zoho preferred) and document management systems (e.g., ShareFile) is a plus.
Benefits
Health insurance, dental insurance, and vision coverage
Paid time off (PTO)
Opportunities for professional development and growth
Company
Chapel & York
Unlock global tax effective fundraising and philanthropy solutions with Chapel & York.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase
