Executive Assistant and Senior Coordinator of Strategy & Relationships

Her Justice•New York, NY

2d•$66,228 - $82,785•Hybrid

About The Position

The Executive Assistant and Senior Coordinator of Strategy & Relationships provides high-level executive, administrative, and strategic coordination support to the Executive Director and Board of Directors, while serving as a central connector across departments and relationship cultivator/steward both externally and internally. This role combines executive support, professional communications, Board administration and governance, project management, strategic planning, government grants coordination, and organization-wide initiative support. The position requires a high degree of discretion, independence, judgment, executive-functioning, autonomy and cross-organizational collaboration, and plays a critical role in advancing Her Justice’s long-term strategic and operational goals, organizational culture, and staff engagement.

Requirements

Bachelor’s degree required.
3–5 years of relevant professional experience, including explicit experience supporting senior leadership, executive offices, and Boards of Directors.
Experience supporting organizational initiatives related to staff engagement, culture-building, or internal communications.
Demonstrated experience in project management, including tracking timelines, coordinating stakeholders, and maintaining documentation or systems.
Strong proficiency in Microsoft Office 365 (Outlook, Word, PowerPoint, Excel, , Teams, and SharePoint) and Zoom, with the ability to manage shared documents, calendars, and communications effectively.
Excellent written and verbal communication skills, including the ability to draft polished, professional correspondence with accuracy and discretion.
Exceptional executive-functioning and organizational skills, with the ability to manage multiple priorities simultaneously, respond promptly to time-sensitive requests, anticipate upcoming deadlines, and maintain a high level of professionalism.
Proven ability to handle sensitive, confidential, and high-stakes information with sound judgment and discretion.
Strong interpersonal skills and the ability to build effective working relationships across departments and with external stakeholders.
Demonstrated commitment to social justice and alignment with the mission and values of Her Justice.

Nice To Haves

Experience working in a legal services, nonprofit, or mission-driven organization.
Familiarity with government grants processes, compliance documentation, or cross-departmental grant coordination.
Experience working with individuals or communities from diverse backgrounds, including survivors of intimate partner violence or communities impacted by systemic inequities.

Responsibilities

Provide comprehensive executive and administrative support to the Executive Director, including calendar management, scheduling, meeting coordination, and travel arrangements as needed.
Serve as an executive-functioning partner to the Executive Director by proactively tracking priorities, deadlines, follow-ups, and dependencies across initiatives.
Maintain systems (task trackers, timelines, reminders, alerts, and follow-up mechanisms) that support the Executive Director in staying aligned with short- and long-term commitments.
Regularly check in with the Executive Director to plan ahead, anticipate upcoming needs, and adjust priorities as organizational demands shift.
Manage the Executive Director’s inbox with a high level of autonomy and confidentiality, including triaging communications and drafting responses as appropriate.
Prepare, edit, and proofread correspondence, reports, presentations, and other materials as assigned.
Ensure Executive Office files and records are accurately maintained and organized in SharePoint.
Proactively identify opportunities to improve administrative systems, workflows, and information flow to enhance executive and organizational effectiveness.
Develop familiarity with all facets of the organization by attending departmental meetings, participating in trainings, and providing ad-hoc administrative support to senior leaders as needed.
Exercise independent judgment in advancing work while escalating decisions, risks, or sensitive matters to the Executive Director as appropriate.
Draft, edit, and send professional, donor-, Board-, and partner-facing communications on behalf of the Executive Director with accuracy, clarity, and discretion.
Ensure all external communications from the Executive Office reflect Her Justice’s values, voice, and professional standards.
Exercise independent judgment regarding tone, urgency, and follow-up, elevating items to the Executive Director as appropriate.
Maintain strict confidentiality across all Executive Director communications, files, and sensitive information.
Serve as the primary administrative liaison to the Board of Directors and its standing committees.
Work alongside Executive Director to cultivate and steward relationships with Board of Directors and other major donors, including through responsivity.
Coordinate all Board and committee meetings, including scheduling, materials preparation, logistics, and follow-up.
Attend approximately 4–5 Board meetings annually (typically held outside regular business hours) and capture and distribute meeting minutes.
Manage the annual Board meeting cycle, calendar, and compliance requirements.
Coordinate Board-related compliance processes, including Form 990 requests, donor documentation, and reporting needs.
Independently manage high-volume correspondence with 30+ Board members and related stakeholders.
Coordinate government grants management across Programs, Policy, Finance, and Development, serving as a central point of contact to ensure cross-departmental alignment and compliance.
Manage grant timelines, calendars, deadlines, and required documentation to support accurate and timely submissions.
Coordinate and compile inputs from internal stakeholders, including program narratives, policy materials, financial documentation, and contracting components.
Prepare, assemble, and submit government grant applications and related materials with attention to detail and accuracy.
Partner closely with the Grants Manager, with increasing ownership of grant coordination and submission processes over time.
Support the planning, coordination, and execution of agency-wide strategic initiatives, projects, and leadership-led efforts.
Own the coordination of all-staff meetings, internal events, and major organizational convenings, including drafting/editing materials (e.g. PowerPoint presentations), scheduling, agendas, logistics, and follow-up.
Draft and send external communications from the Executive Director’s office and support major organizational events, including the Annual Benefit, Town Halls, and Corporate Partner events.
Coordinate cross-departmental work by facilitating meetings, tracking timelines and deliverables, escalating issues as needed, and ensuring initiatives are completed under deadline pressure.
Partner with the Executive Director to plan, coordinate, and execute morale-building, culture-shaping, and community-building initiatives for all staff.
Support the design and implementation of staff engagement efforts and agency-wide moments that reinforce organizational values, connection, and belonging.
Coordinate communications, logistics, and follow-through for morale and culture initiatives, ensuring timely execution and a strong staff experience.
Coordinate and manage recurring, organization-wide processes, including the annual donated hours (firm hours) reporting cycle, in partnership with Finance and Programs.
Lead firm outreach, tracking, follow-ups, and data integrity efforts to ensure timely, accurate, and complete reporting.
Maintain and regularly update Executive Office documentation, including the Executive Assistant handbook/manual, workflows, timelines, and institutional knowledge.
Document annual, cyclical, and ad-hoc processes to support continuity, knowledge transfer, and smooth transitions.
Ensure key materials remain current, accurate, accessible, and well-organized.