Second Assistant to Executive Director
STATUS: FT HOURS PER WEEK: 40 EXEMPT LOCATION: New York, NY REPORTS TO: Bob Roth, Executive Director and Sam Johnson, Chief of Staff APPROVED BY: Bob Roth, Executive Director and Raji Kalra, CFAO
General Position Summary:
The David Lynch Foundation seeks Second Assistant to provide administrative and logistical support to the Foundation’s Executive Director and Executive Assistant at the New York City main office of the Foundation. The Second Assistant must be creative and enjoy working with a dynamic, energetic, and passionate Executive Director who works around the clock. The ideal individual will have the ability to exercise excellent judgment in a variety of situations, with strong peopleskills, written and verbal communication, administrative, and organizational skills. The second Assistant must be a teamplayer able to work closely with a senior executive assistant, able to work under pressure––sometimes requiring long hours––to manage a wide variety of activities and confidential matters with discretion.
Essential Responsibilities:
The Assistant will be responsible for: ● Supporting the first executive assistant as needed with scheduling meetings, calendar maintenance, database management and phone coverage. ● Ensuring the executive director’s calendar includes all necessary details, directions, and client information for every appointment. ● Fielding incoming internal meeting requests for the executive director and notifying the executive assistant in a timely manner. ● Double checking the schedule before the end of each day, and making sure all useful information and necessary profiles on important meetings and individuals are accessible and highlighted. ● Vigilantly reporting any changes to the executive director's schedule and getting important questions. ● Actively updating and maintaining Salesforce database on a daily basis with Executive Director’s contacts and correspondence. ● Back up support as needed for various projects, taking detailed messages to be given to the executive assistant for prioritizing and communicating to the executive director. ● Assisting in getting the executive director where he needs to be on time, with as much ease as possible. ● Assisting executive director by ensuring he has lunch, answering phones, arranging car service,and scheduling doctor’s appointments. ● Setting up the meditation room prior to executive director’s instruction courses. ● Reporting to executive assistant for scheduling of all internal and external meetings, including conferences and speaking engagements. ● Assisting the executive assistant with outreach and cultivation of the executive director’s top donors and VIP contacts and providing timely updates on the status of all contacts. ● Working with general office assistant to organize receipts, process expense reports, and book travel.
REQUIREMENTS
The ideal candidate will have at least one year of general assistant experience in a similar setting and a bachelor’s degree is preferred. Great position for a "gogetter", as it requires a lot of multitasking, prioritizing and wrangling of various responsibilities and staff members. The needs of the executive director are constantly changing/evolving so it is important to be adaptable and calm under stress. ● Excellent teamwork is a necessity, as you will be mainly coordinating all tasks with the first executive assistant. ● Precision, attention-to-detail, the ability to work at a fast-pace and with minimum supervision is required. ● Must be proactive, creative, persistent, resourceful and selfmotivated; have a systemoriented work ethic and be highly organized. ● Strong judgment, communication and critical thinking skills are a must. ● Ability to maintain confidentiality and interface with high profile personalities in a professional manner is required. ● Familiarity with the Transcendental Meditation technique and an interest in the Foundation’s programs, strongly desired but not required. ● High level of proficiency in all common office technology and generally excellent computer savvy required, including Mac and basic MS Excel proficiency. Experience working with computer databases (Salesforce) is desired, but not required. ● Great opportunity for a driven, smart assistant looking to further develop the executive management skills required to support a senior executive.
ABOUT THE DAVID LYNCH FOUNDATION
The David Lynch Foundation, a 501(c)(3) not-for-profit organization, was established in 2005 to raise funds and provide grants for the implementation of scientifically proven stress-reducing modalities, including Transcendental Meditation, for such at-risk populations as: • Underserved inner-city students • Veterans with PTSD and their families • Women and girls who suffer from violence and abuse
The David Lynch Foundation also funds independent university and medical school research to assess the effects of TM on academic performance, ADHD and other learning disorders, anxiety, depression, substance abuse, cardiovascular disease, post-traumatic stress disorder, and diabetes.
The effectiveness of the Foundation’s programs has been investigated at leading medical schools, including Harvard, Yale, UCLA and Stanford. In fact, over 340 peer-reviewed studies, including research funded by more than $26 million in grants from the National Institutes of Health, document the wide-ranging benefits of Transcendental Meditation for relieving stress, improving overall health, and boosting creativity and performance.
MORE ABOUT THE POSITION
This is full-time, salary position based in the New York City offices of the Foundation in Midtown Manhattan. After an initial employment period, employees become eligible for the Foundation’s comprehensive employee benefits package, including: group health and dental plans, voluntary vision, life/AD&D and long-term disability insurance, flex plans for medical, dependent and commuting expenses and paid time off. TO APPLY
Send materials to: Human Resources, The David Lynch Foundation, at: [email protected]. Only PDF or MSWord formats will be accepted. Please make “Second Assistant” the subject of your email.
The David Lynch Foundation is an Equal Employment Opportunity Employer.