Executive Assistant to CEO

About the Organization

Our client is a fast-growing, well-funded nonprofit located in the Inwood area at the northern tip of Manhattan. This community-focused organization is committed to creating meaningful impact and has multiple offices across New York City boroughs. The leadership team is collaborative, skilled, and deeply invested in advancing the mission. As the organization scales, it seeks an Executive Assistant to partner with the CEO to enhance their effectiveness and organizational reach.

Role Overview and Responsibilities

This executive support role extends beyond routine calendar management to anticipating needs, aligning priorities, managing communications, and contributing to organizational culture through event coordination and ad-hoc projects.

• Manage a dynamic and heavily booked CEO calendar, juggling new, urgent, and external meeting requests according to executive priorities.
• Prepare CEOs for meetings by compiling relevant materials, historical notes, and presentations, ensuring sufficient review time ahead of engagements.
• Guide the CEO through daily appointments, prioritizing timeliness for external meetings and assisting with hospitality duties when needed.
• Protect and optimize the CEO's schedule, balancing meeting demands with adequate travel, focus, and personal care time, while facilitating easy decision-making for daily planning.
• Organize the annual cycle of recurring meetings including Board sessions, all-staff gatherings, training events, and more, handling logistics well in advance.
• Coordinate projects contributing to long-term goals by proactively engaging relevant contributors and integrating next steps into the CEO’s calendar.
• Support organizational event planning efforts led by Operations and manage smaller initiatives such as sourcing custom high-quality branded items for team events.
• Act as a trusted spokesperson for the CEO in written and verbal communication, interpreting intent and conveying polished, professional messages.

Candidate Profile

• Demonstrated experience as an Executive Assistant supporting a CEO or C-suite leader individually, particularly in fast-paced, high-profile settings; familiarity with client or investor-driven environments is advantageous.
• Exceptional communication skills including superior writing and proofreading capabilities.
• Proven event and project coordination experience.
• Politely persistent with ability to discreetly gain executive attention when necessary.
• Open to direct and constructive feedback and comfortable providing professional feedback to leaders and colleagues.
• Committed continuous learner who implements process improvements to avoid repeated errors and enhance productivity and communication.
• Community-oriented with a preference for in-person collaboration, accommodating a hybrid work schedule (four days in-office in Inwood and one remote day per week).
• Flexible and responsive communicator able to adjust schedules or respond beyond normal hours as needed, minimizing last-minute disruptions.

Work Environment and Additional Details

The organization fosters a mindful, inclusive culture merging the discipline of corporate settings with mission-driven values. The position requires commuting to the Inwood office from Monday through Thursday, with occasional early presence (as early as 7:15 AM) at other NYC locations about once a month. Typical hours are 9 AM to 5 PM or 6 PM, with flexibility rather than time-card monitoring.