Job Description
As The Acceleration Project (TAP)’s 10th year anniversary passes, our mission of supporting under-resourced small businesses has never been more urgent. In 2021, we doubled in size to support small business owners struggling to survive the devastating impacts of Covid, and the demand for our services continues to soar.
TAP is a female-founded, female-led nonprofit that is laser-focused on creating a more equitable economy by delivering high-caliber and impactful services to under-resourced small businesses, with a focus on those owned by women and People of Color. TAP leverages its network of financial institutions, CDFIs, economic development agencies and corporate partners to get to scale and ensure sustainability of our work. TAP’s innovative model channels underutilized talent into the economy by recruiting and cultivating a diverse consultant team that donates their time, expertise, and mentoring skills to advance TAP’s mission.
Structured as a 501(c)(3) nonprofit and with the valued support of individual, philanthropic, corporate, and economic development agencies, TAP is able to support under-resourced small businesses at a free or accessible rate.
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
How to Apply
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 subject line.
Compensation:
Salary range: $50,000-$60,000, depending on experience
Health and Dental Insurance
Generous PTO