Job Description
Job Description
Executive Assistant to CEO, Non-Profit, Manhattan (Inwood borough), NY 4 days weekly in office, 1 day remote (please note this is the northern tip of Manhattan, the Marble Hill/ Inwood area and it is NOT on Long Island, 10034 zip code)
About the Organization: Our dynamic client, a rapidly growing and well-funded nonprofit headquartered in Inwood, Manhattan with multiple offices, is building something truly impactful. This is a mindful, community-oriented organization, committed to making a tangible difference. The executive team is cohesive, impressive, and deeply dedicated to its mission. As the organization expands its reach, it seeks an executive support partner to help scale the CEO's impact. This is beyond managing a calendar; it's about staying ahead of what's needed, aligning priorities, streamlining communications, supporting monthly social event coordination and handling ad-hoc projects that contribute to the spirit of the organization and to long term planning.
What you'll do: You'll join an outstanding executive team, providing direct, strategic support to the CEO. Everyone wants a moment of their time, and you'll be the expert in ensuring that time is optimized. This means mastering an intensely busy calendar, expertly shepherding the CEO from one crucial meeting to the next. The focus of the role is the following:
- Dynamic real time calendar and meeting management for CEO, starting from a place of a fully booked standard set of meetings and new and/ or urgent meetings and meetings with external parties need to be assessed and juggled into the CEO’s calendar in accordance with CEO’s priorities
- Meeting readiness needs include EA pulling together all meeting materials, historic data and notes from prior meetings, along with any needed presentation preparation – provided to CEO along with time to review the materials and ensuring CEO has in hand whatever is needed for each meeting
- Shepherd CEO throughout daily commitments, ensuring CEO is kept on time in accordance with mutually agreed upon focus for each day (EA will not shepherd most internal meetings, but will stay on top of ensuring meetings with external key stakeholders and contacts start on time). EA will assist with greeting and seating and general hospitality for meetings as needed.
- Guard CEO’s calendar, gaining understanding of how much of CEO’s presence is required at various events and realigning CEO’s calendar as needed for a combination of maximum effectiveness and efficiency, while also providing CEO with a thoughtful daily schedule that allows for ample travel time, protected work time, and personal care needs (like lunch, a coffee break, etc.). You’ll tee up quick and easy decisions for the CEO when possible- putting in the work to provide CEO opportunity to make choices that collectively allow for CEO to shape their own day with minimal effort of their own in that planning.
- Manage the cycle of recurring meetings and needs, planning out (handling calendaring and logistics) for the year in advance with Board meetings (including planning for preparation time), organization-wide gatherings, meetings & trainings, and other events.
- Maintain and move forward longer-term goals, capturing CEO’s vision for future initiatives and being proactive and resourceful about towards those ends with finding the people needed to assist with planning and to get these initial and future steps calendared.
- Contribute to organizational event planning in a supporting capacity (someone in Operations takes the lead on events and EA should have the bandwidth to assist with the event planning), and coordinate small scale fun ad hoc projects (like sourcing custom branded high end treats or swag for the CEO to choose from for team events)
- Serve as a key communicator, verbally and in writing, on behalf of the CEO. This requires a sharp ability to grasp the intent behind messages and deliver them professionally, acting as a trusted proxy.
You are:
- An experienced Executive Assistant with a proven track record of successfully supporting C-Suite executives, particularly in dynamic, high-profile environments (client or investor-driven organizations are a plus!). You excel at calendar and meeting management, navigating complex schedules with ease.
- Well educated, with top-tier communication skills, including impeccable writing and proofreading abilities.
- Capable and experienced with event and project coordination.
- Pleasantly and politely persistent– you know how to get an executive's attention when needed, with the utmost discretion to keep sensitive matters private.
- Appreciative of direct and clear (often blunt) constructive feedback and can accept that without defensiveness or anxiety and will likewise be comfortable providing clear and appropriate feedback in a professional and thoughtful manner to the CEO and others as needed.
- A continuous learner, able to put structure and process to learnings to avoid making the same mistake twice, and seeking improvements to work product, process and communications on an ongoing basis.
- Genuinely community-minded and thrive in a collaborative environment with in-person connections, as this role is typically one remote day plus four days a week in the Inwood office (9-5 office hours generally, but not a clock in clock out environment). Approximately one day per month there’s potential for your presence to be needed at one of the organization’s other locations within NYC (they have multiple locations across various boroughs).
- A responsive communicator: CEO is working beyond standard hours and will appreciate if you can be available as needed to adjust a calendar item or respond to a question; the better things are handled during the workday, the less these periodic needs will be.
While this organization is neither political nor religious, it cultivates a deliberately mindful and connected environment. If you are prepared to merge the discipline and effectiveness of a corporate setting with the purpose focus of a mission driven organization, you may be an ideal match for this culture!
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