Executive Assistant to the COO – Omega Institute for Holistic Studies – Rhinebeck, NY

Job Summary

Omega Institute, the nation’s premier holistic learning center, seeks a dynamic Executive Assistant to support the day-to-day needs of the Chief Operations Officer and her work. Responsibilities include administrative tasks and independent projects related to the organization at large, the staff and the workshop participant experience on campus.

About Omega

For over 30 years, Omega has been dedicated to awakening the best in the human spirit through innovative learning, healing and self-development opportunities, and has consistently been at the forefront of human development. From nurturing early dialogues on the integration of modern medicine and natural healing; to designing programs that connect science, spirituality and creativity; to laying groundwork for new traditions and lifestyles, Omega is a place where people from all walks of life come for inspiration, restoration and new ideas. This mission guides Omega in helping people find health, happiness and community while living gently on the Earth.

As the nation’s most trusted source for wellness and personal growth, Omega welcomes over 23,000 people each year to its workshops, conferences, events, retreats and community initiatives led by renowned faculty and dedicated staff on its beautiful, 250-acre campus in the countryside of Rhinebeck, New York, as well as programs held in California, Costa Rica and other exceptional locations. Omega’s personal and social development programs are delivered through all modes of experiential education and are designed to foster lifelong learning, inspired living and community building.

Responsibilities

Provide complete administrative and personal support to the COO.
Anticipate the COO’s needs and be proactive in addressing them. Tasks include but are not limited to maintaining calendars and email information, coordinating travel arrangements, coordinating on- and off-site meetings and events, preparing key reports and updates and providing support on other projects as necessary.
Prepare important PowerPoint presentations; provide support at all COO presentations.
Prepare key reports and updates that communicate departmental milestones and operational goals.
Represent the COO office at meetings, acting and communicating on the COO’s behalf.
Independently organize and review calendars, emails, files, other miscellaneous information and requests.
Assist and maintain all systems involved with the staff Service Initiative.
Train small groups.
Welcome and host campus visitors.
Handle confidential information with the utmost trust, professionalism and confidentiality.
Review incoming mail, determine urgency and refer to appropriate individual or department for handling.
Support office systems, including independently maintaining office meeting space and overseeing bookings, managing mailbox assignments, ordering office supplies.
Understand and anticipate customer service needs and deliver high quality results.
Multitasking and managing changing priorities and frequent interruptions with a high level of accuracy.
Compose, proofread and edit correspondence, materials and reports.
Create and maintain informational and communication tools.
Communicate efficiently with all staff, including Officers and Board members.
Other duties as deemed necessary by COO.

Essential Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required for this role.

Ability to self-organize, maintain focus, and follow-through independently
Ability to project a professional image in action and appearance
Excellent communication skills, both oral and written
Outstanding computer skills, including a thorough knowledge of Word, Excel and Powerpoint
Ability to learn quickly and to absorb new processes, business changes, and software applications
Ability to handle the demands of various personality types
The flexibility to exist in a position where the surrounding activities and environment are fast-paced, highly dynamic and seasonally demanding
Understanding of the content of Omega’s workshops
Awareness of trends and development in the Holistic Education field
In alignment with Omega’s mission, goals and core values

Desired Qualities

The ideal candidate will embody the following:

Views work as a learning process toward personal growth
Embraces the concept of a “learning community”
Motivated to be in service to Omega’s mission
Anticipates the needs of others and derives satisfaction from providing support
High level of integrity; projects credibility
Motivated and displays a great deal of personal initiative
Capable of operations and systems-oriented thinking
High level of energy with positive, can-do attitude
Enjoys active participation in community events

Omega Institute is an equal opportunity employer.

We seek diversity within our staff that reflects the diversity of the communities we serve.

How to apply

To Apply: All applicants will be considered based on resume and cover letter with salary requirements. In addition, please answer the following questions within your cover letter:

Why are you applying for this role? What can you offer Omega?
What do you imagine this role will offer you professionally and personally?
How do you know Omega’s work? Have you experienced us on campus or in some other way?
In what way(s) has your professional life reflected Omega’s mission statement?
In what way(s) have Omega’s core values resonated within your work life and personal life?
Which core value do you resonate with most fully and why?
What are your salary requirements? (Feel free to state a range.)

To Apply: All applicants will be considered based on resume and cover letter with salary requirements. Please email jobs@eomega.org with Executive Assistant to COO in subject line. NO PHONE CALLS PLEASE.

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