We're Hiring: Executive Assistant to the CEO and HR Manager

Executive Assistant to the CEO & HR Manager

To apply for this position: Send resume, cover letter and up to three references to Molly Ardalan (mollya@theaccelerationproject.org) with ‘EA to the CEO & HR Manager Application’ in the subject line.

​TAP Job Description 
Founded in 2012, The Acceleration Project (TAP) is a nonprofit that is laser-focused on supporting underserved small business owners and narrowing existing equity gaps based on race and gender. Our mission is to empower under-resourced small business owners and accelerate their success by providing impactful, customized strategic and tactical advice. We work one-on-one with individual businesses to provide tools and resources that create financial stability and accelerate growth. We also produce scalable programs that can be delivered through webinars, workshops and microsites. Our lean staff unlocks the power of an exceptional team of pro-bono consultants who seek to use their professional skills to make a meaningful impact. As the demand for our services continues to grow, we are expanding nationally to meet the need. TAP leverages its network of financial institutions, CDFIs, economic development agencies and corporate partners to get to scale and ensure sustainability of our work, and we also rely on fundraising to underwrite the cost of providing services and keep them accessible to all. 

Position Summary: 
TAP seeks an Executive Assistant (EA) to the CEO & HR Manager, responsible for supporting the CEO and management team in administrative, operational, and strategic endeavors. In this role, you will provide comprehensive administrative support to our CEO while also leading various HR functions. In partnership with the Chief of Staff, you will be responsible for the preparation and follow-up of meetings, strategic management of the CEO’s time, organizing and maintaining our CRM, producing recommendations to improve management team efficiency, and supporting the management team in cross-functional, organization-wide initiatives. You will handle complex situations and multiple responsibilities simultaneously, mixing long term projects with the urgency of immediate demands. You will be expected to manage highly confidential information and act as a liaison between the CEO and both the management team and external stakeholders. In addition to daily operational tasks, this role will also be responsible for supporting the Chief of Staff and management team during cyclical fundraising activities such as the Annual Appeal and TAP’s Spring Benefit. As the primary point of contact for HR-related matters, you will play a crucial role in supporting our employees. In this position you will report directly to the CEO as an Executive Assistant (EA) and to the COO as an HR Manager, and you will work closely with the Chief of Staff and other members of the management team. 

Our ideal candidate is highly self motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment. You should be located in the NYC Metropolitan Area. This position is primarily remote, with an expectation that you attend monthly to bi-monthly in-person meetings in Westchester, NY.  This is a full-time position with an expectation of 40 hours/week. While you will be expected to be available during regular business hours (9am-5pm), TAP promotes a culture that affords flexibility and calendar control. 

Responsibilities: 
Executive Assistant to CEO 

• Strategically manage CEO’s calendar, scheduling internal and external meetings, as well as, recurring larger internal meetings ensuring efficient time management and prioritization of tasks.
  
• Coordinate agendas for the CEO’s internal meetings and coordinate with the Chief of Staff to prepare all meeting materials for external meetings.
  
• Conduct research and create background briefs on external meeting attendees and organizations to ensure CEO has all information necessary to be productive and engaged. 
  
• Maintain internal customer relationship management platform, Salesforce, by updating account and constituent records and logging the CEO’s communications.  
  
• Manage the CEO’s inbox to capture and track follow up tasks. Draft emails for the CEO to review and approve for quick response time.
  
• Support outreach to donors, especially during Annual Appeal and TAP’s Spring Benefit.
  
• Support in correspondence writing by pulling together TAP collateral and appropriate language for development and business development efforts.
  
• Anticipate the needs of the CEO and proactively identify opportunities to support CEO’s effectiveness and productivity.
  
• Work closely with leadership team to organize and facilitate all aspects of in-person meetings, including monthly team meetings and bi annual team retreats.
  
• Support the Chief of Staff in follow up tasks from meetings with business leads and internal conversations.
  
• Support the Chief of Staff track communications and progress in projects.
  
• Support executive team in cross-functional, organization-wide projects given high growth environment.
  
• Use strong leadership and problem solving skills to assist with the daily operation of an organization

HR Manager 

• Support HR functions, including recruitment, onboarding, employee records management, and offboarding processes.
  
• Serve as the primary point of contact for candidates and hiring managers and manage the end-to-end hiring process, including job postings, candidate screening, interview coordination, and offer management, ensuring a positive candidate experience and timely hiring decisions.
  
• Maintain accurate employee records, including personnel files, PTO and performance evaluations.
  
• Coordinate and administer employee benefits programs, such as health insurance.
  
• Assist in developing and implementing HR policies, procedures, and initiatives in compliance with relevant regulations and best practices.
  
• Stay up to date on employment laws, regulations, and industry trends to ensure compliance and recommend improvements to HR practices.
  
• Assist in organizing employee and consultant engagement initiatives, social events, and recognition programs.

Skills and Qualifications: 

• A proven record of successfully managing multiple tasks, being proactive and meeting deadlines
  
• Able to thrive and learn in fast-paced environment and adjust to changing organizational priorities
  
• Flexible, proactive, highly-organized and detail-oriented
  
• Comfortable with technology
  
• Comfortable with written correspondence
  
• Exercises good judgment and discretion
  
• Sees tasks through to completion
  
• A team player, willing to take on whatever tasks are needed to reach a goal
  
• Embraces and models the collaborative, positive culture that is the hallmark of TAP
  
• Familiarity with CRM software (e.g., Salesforce) not required but a plus

Requirements: 

• Bachelor's Degree completed from an accredited college/university 
  
• 2-3 years of experience in an Executive Assistant or Chief of Staff type role
  
• Prior experience as an HR Administrator is a plus, but not required
  
• Excellent written and verbal communication skills 
  
• Comfort with data entry and management
  
• Strong emotional intelligence and comfort in relationship building 
  
• Exercises discretion with confidential information
  
• Eagerness to learn new skills 
  
• Demonstrated experience in project management and/or organizational leadership
  
• Proficient in Google Suite (Google Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint)
  
• Demonstrated belief in TAP’s mission and values 

Compensation: 

• Salary range: $50,000-$60,000, depending on experience
  
• Health and Dental Insurance 
  
• Generous PTO

TAP is an equal opportunity employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged. 
To apply for this position: Send resume, cover letter and up to three references to Molly Ardalan (mollya@theaccelerationproject.org) with ‘EA to the CEO & HR Manager Application’ in the subject line.