Administrative Assistant, Executive Office Team

Blue Meridian Partners • New York, NY

5d • Hybrid

About The Position

The Administrative Assistant for Blue Meridian Partners’ Executive Office Team provides strategic administrative, task-management, and project support to the Chief Executive Officer, Chief of Staff, and Senior Advisor. The role helps keep Executive Office work organized and on track, supports leaders in maximizing their time and fulfilling leadership responsibilities, and provides secondary administrative support to the Chief Executive Officer. The position is based in New York City and allows a hybrid working arrangement.

The Administrative Assistant leads task and deadline tracking, follows commitments and decisions through to completion, and coordinates with internal staff and project leads. The role also provides calendar and meeting support, coordinates logistics and travel, handles expense reports and invoices, maintains contact and CRM records, and prepares documents and meeting readouts. The position uses technology, including AI and workflow-automation tools, to improve productivity and work quality.

Blue Meridian Partners is a philanthropic organization that invests in scalable solutions intended to advance economic mobility and address poverty affecting young people and families. It pools philanthropic resources and makes strategic, long-term investments in nationwide and place-based strategies, working with social-sector leaders to expand their reach and impact. The organization welcomes mission-driven applicants and is committed to building a diverse, inclusive workplace and providing equal employment opportunity.

Requirements

• At least 7 years of relevant professional experience, including at least 5 years serving as an assistant to executives of organizations comparable to Blue Meridian.
• Ability to adapt and pivot quickly, propose creative alternatives for complex and competing scheduling demands, and prioritize and reprioritize tasks in real time to meet deadlines in a fast-paced environment.
• Excellent administrative and organizational skills, with strong attention to detail.
• Self-starter able to work independently and collaboratively.
• Outstanding written and verbal communication skills, including drafting emails, letters, and memoranda and proofreading.
• Ability to communicate professionally and effectively in person, electronically, or by phone.
• Sound judgment, discretion, ability to make difficult decisions independently, and effective problem-solving skills.
• Strong interpersonal skills, a professional and genial demeanor, and ability to work with people of different backgrounds and experiences.
• Demonstrated ability to use AI tools and technologies to enhance productivity and work quality, including for research, content generation, data analysis, problem-solving, or workflow automation.
• Ability to critically evaluate AI-generated outputs, use appropriate judgment when using AI assistance, and integrate AI tools effectively into work processes.
• Proven ability to handle highly confidential and sensitive board, investor, personnel, and financial information with absolute discretion and in accordance with Blue Meridian’s data policies and standards.
• Strong facility with Microsoft Office, SharePoint, and Salesforce/CRM, and ability to learn new software quickly.
• Willingness to travel as needed.

Nice To Haves

• A bachelor’s degree is a plus.
• Experience working in philanthropy, nonprofits, the public sector, and/or strategy consulting.
• Perspective from direct experience living or working in communities with significant low-income or otherwise disenfranchised populations.
• Experience with Asana.

Responsibilities

• Lead project and task management, deadline tracking, and follow-through for the Chief Executive Officer, Chief of Staff, and Senior Advisor.
• Help maintain a comprehensive view of Executive Office commitments, deliverables, and pending decisions, tracking them to completion in the project management system.
• Elevate the Chief Executive Officer’s open items, required decisions, and upcoming deadlines for daily action, and lead a bi-weekly Executive Office look-ahead for major deadlines and preparation needs.
• Serve as a point of contact for internal staff and project leads, explaining processes, setting turnaround expectations, and holding internal partners to agreed timelines.
• Confirm briefing materials are available in advance and set and manage deadlines with internal content owners.
• Keep the Executive Office leaders’ schedules and deadlines aligned, adjusting calendars to allow adequate preparation time.
• Maintain Executive Office systems, trackers, templates, and workflows, including use of AI and workflow-automation tools.
• Provide primary administrative support to the Chief of Staff and Senior Advisor and secondary administrative coverage to the Chief Executive Officer.
• Forecast demands, set priorities, resolve competing requests, manage calendars, and ensure time for preparation and transitions.
• Triage, sequence, redirect, or decline scheduling and meeting requests for Executive Office leaders, using judgment and diplomacy.
• Coordinate internal and external meeting and convening logistics, including agendas, materials, technology, and room or virtual setup.
• Organize travel, including itineraries, ground logistics, briefing packets, contingency planning, and real-time troubleshooting.
• Prepare expense reports, process invoices, and maintain contact and CRM records for the Chief Executive Officer and senior leaders.
• Draft and revise documents, correspondence, spreadsheets, and presentation materials under the direction of the Senior Advisor and Chief of Staff.
• Prepare meeting notes and readouts with the Senior Advisor and Chief of Staff and share them with relevant internal stakeholders.
• Track and support meeting preparation and post-meeting follow-up for the Senior Advisor and Chief of Staff, liaising with relevant stakeholders.

Benefits

• Performance-based variable incentive bonus.
• Employer contributions to a retirement savings plan.
• Medical, dental, and vision coverage with minimal employee contribution.
• Life and disability insurance.
• Paid time off, including vacation/personal days, paid holidays, half-day summer Fridays, and week-long office closures in the summer and winter.
• Internal and external professional development opportunities.
• Home office setup allowance.
• Tuition reimbursement.
• Hybrid work arrangement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed