Executive Assistant

Role overview

The Health & Wellness Executive Assistant supports the Vice President of Health & Wellness and the senior leadership team with a wide range of administrative, operational, and coordination tasks. This position helps keep calendars, meetings, reports, communications, and special projects organized so the division can focus on its strategic priorities.

The role calls for someone who is highly organized, careful with details, calm under pressure, and able to juggle several priorities at once while handling sensitive information with discretion and professionalism.

About Children’s Aid

Children’s Aid works to help children living in poverty succeed and thrive by offering comprehensive support to children and their families in targeted high-need neighborhoods across New York City. Each year, the organization serves families at more than forty sites in New York and through three national program models. Its work centers on building cradle-to-college pathways with an emphasis on children’s health, family stability, education, and social-emotional development.

Culture and values

Children’s Aid emphasizes putting children, youth, and families first; advancing equity and change in the communities it serves; striving for excellence through continuous improvement; working collaboratively; and leading with compassion.

Administrative and executive support

• Support the Vice President of Health & Wellness and senior leaders with comprehensive day-to-day administrative assistance.
• Coordinate demanding calendars, meetings, conferences, travel, and virtual sessions, and make sure leaders have agendas, briefing notes, and supporting materials in advance.
• Arrange conference registrations, travel plans, and meeting logistics for division leadership.
• Draft meeting agendas, capture minutes, monitor action items, and follow up to keep deliverables on track.
• Handle incoming calls, correspondence, and inquiries by responding directly when appropriate or routing them to the right person or department.

Project and operations coordination

• Support division-wide administrative activities, operational processes, and ongoing projects that help daily work run efficiently.
• Create and maintain trackers, spreadsheets, dashboards, reports, and other tools that support planning and leadership decisions.
• Assist with preparing and submitting internal and external reports on time.
• Help coordinate onboarding for new Health & Wellness staff in partnership with Human Resources and division leaders.
• Maintain committee lists, distribution records, and other division documentation.

Communications and records

• Prepare, format, edit, and circulate presentations, reports, correspondence, and executive-level communications.
• Set up and maintain secure electronic and paper filing systems so records are accurate and easy to retrieve.
• Act as a professional point of contact between the Health & Wellness Division, other Children’s Aid teams, and outside partners while protecting confidentiality.

Office administration

• Coordinate conference room bookings and ensure spaces are ready for use, including audiovisual and teleconferencing setup.
• Manage office supplies, equipment distribution, and general administrative resources for the division.
• Assist with reception and front desk tasks when needed, such as welcoming visitors, answering phones, handling mail, and keeping common office equipment running.
• Provide backup support for other administrative staff, including the Fiscal Administrative Assistant, as needed.

Compliance and additional expectations

• Protect sensitive personnel, financial, and operational information using sound judgment and discretion.
• Follow all applicable privacy requirements and organizational policies, including HIPAA and related confidentiality rules.
• Build cooperative working relationships across the Health & Wellness Division and support division-wide initiatives.
• Complete other duties and special assignments as needed to support the division.
• This role may require an in-person or hybrid schedule depending on departmental needs, and the schedule may be reviewed or adjusted over time to support collaboration and smooth operations.

Compensation

The hourly wage for this position is $30.22 to $35.71.

Equal employment opportunity

Children’s Aid is committed to equal employment opportunity and maintains a workplace free from harassment, discrimination, and retaliation. Employment decisions are made without regard to protected characteristics under federal, state, or local law. The organization also states that it will investigate complaints promptly and confidentially and take corrective action when appropriate.

Mission alignment

The incumbent is expected to support and promote the organization’s mission, vision, and core values, and to contribute to an environment that centers children, youth, and families.