Office Manager and Executive Assistant

Global Cities, Inc.
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Sep 03

Position description

Global Cities, an international not-for-profit organization, is looking for an Office Manager and Executive Assistant who will play a key role in the organization. Not only will this role act as the face of the organization, but it will provide high-level administrative and project support to the Founder/President, Vice President and team of 10 professionals. The role requires an individual experienced in handling a wide range of administrative and executive support-related tasksas well as analytical skills, to work both in a team environment and independently. S/he must be able to manage multiple priorities, work with many stakeholders, and thrive in a fast-paced, results-driven environment. Attention to detail, flexibility, and strong written and oral communication skills are a must.


Responsibilities include (but are not limited to) management of the following:

  • Relationships: Assume the role of the “face of the organization” to develop and maintain strong relationships across teams, and with counterparts and constituencies abroad and domestically
  • Information: Maintenance of hard copy and electronic filing systems, distribution and response to mail/email/phone inquiries; draft and circulate contracts and maintain data bases for Global Scholars
  • Meetings and Calendars: Meeting preparation and follow up such as creating agendas, taking notes during meetings, updating project materials and documents with strong organizational skills and exceptional attention to detail and accuracy; calendar coordination; provide phone coverage, track messages and follow up
  • Travel : Handle all logistics abroad and domestically; air, ground and rail transfers; accommodations; confirm technology/connectivity; passports/visas; itineraries; expense reports
  • Project and Office: ad hoc projects, tasks and reporting as required; work with Operations to assure smooth running of the organization, expense and invoice reconciliation and day to day support



-Bachelor's degree

-Advanced proficiency with Microsoft Office, including Excel, PowerPoint, Outlook and Word

-A minimum of 5 years recent and relevant administrative or business work experience

-Excellent communication, interpersonal and organization skills

-Ability to anticipate needs, trouble-shoot and solve problems in a collaborative environment

-Resourceful, motivated, efficient, flexible, and positive attitude

-Superior judgment , discretion, and ability to protect confidential information

-Strong time management and sensitivity to deadlines

-Strong overall computer skills

-Ability and desire to build and maintain strong relationships with team and applicable internal and external contacts

-Ability to protect confidential and sensitive information of the organization



Global Cities, Inc. is a 501(c)(3) organization under the auspices of Bloomberg Philanthropies. Its vision is to connect global cities through an information-sharing network that provides meaningful forums for exchanging best practices on current issues impacting cities, with a focus on promoting global awareness among the next generation through cross-national interactive educational programs.

Application instructions

Please send a cover letter and resume by applying below.  

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