Executive and Office Assistant

Van Alen Institute Van Alen Institute Employer:
New York, NY, USLocation:
Mon, Jul 10 '17Posted on:

Van Alen Institute seeks an experienced full-time Executive and Office Assistant to act as a core member of a midsized nonprofit to provide office and executive support. We are looking for an accomplished organizer who can keep a fast-paced team on track with an energetic and professional approach. The ideal candidate has demonstrated experience in keeping an office running smoothly and is looking for a long-term position. Candidates should be committed to the work of the Institute, which rigorously investigates the most pressing social, cultural, and ecological challenges of tomorrow. We’re looking for someone that can answer yes! to the following questions:

  • Are you a calendar management guru?
  • Can you keep several important projects moving at once while addressing endless interruptions?
  • Are you a nimble problem-solver, able to tackle unexpected setbacks without missing a beat?
  • Can you stay ten steps ahead of your manager?


Executive Support:

The Executive and Office Assistant will be the lead point person for the Executive Director’s calendar, strategically scheduling and coordinating meetings and travel as needed. The position will also provide general support to the members of the management team. The Executive Assistant will provide key support for the Board of Trustees, Board Committees, and Van Alen Councils including: scheduling meetings; supporting the executive management team and staff in pre-meeting planning and follow-up; producing meeting and presentation materials; maintaining files and records; and tracking attendance.

Office Support:

The Executive Assistant will: run the office reception; oversee the office day to day, ensuring that supplies are stocked and ordered; and troubleshoot as needed with IT. This team member will ensure that the office of 15 to 20 staff members is smoothly running and will oversee the general upkeep and organization of the office workspace, meeting areas, kitchen, and storage. The position will arrange catering and prepare for all meetings and is the point person for a number of events hosted at our space with external project partners or peer organizations. Our ideal candidate is an exceptional multi-tasker who can gracefully juggle the competing demands of a fast-paced office environment with organization and good humor and who is committed to Van Alen’s work.


  • Thrives in supporting a team, bringing energy, experience, and order to a fast-paced environment
  • Executive calendar management
  • Accomplished communicator with high level professionals
  • Professional, prompt, and reliable
  • Pleasant personality and strong interpersonal and communication skills
  • Organized, able to multi-task and maintain confidentiality
  • Attention to detail
  • Computer proficiency in MS Word, Excel, and databases
  • Aptitude for design and familiarity with Adobe Creative Suite software


Interested applicants should email a cover letter and resume as a pdf to with Executive and Office Assistant in the subject line. Due to the volume of receipts, only qualified applicants will be contacted. Salary will be $35,000 plus benefits. Van Alen Institute is an equal opportunity employer.

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