Executive Assistant, CEO Office

REFORM Alliance • New York, NY

8d • Onsite

About The Position

REFORM is hiring an Executive Assistant to drive the seamless execution of high-priority projects that directly support the CEO’s strategic initiatives. As a key member of the CEO’s team, you will manage critical timelines, coordinate cross-functional collaboration, and ensure the efficient flow of communication to the board staff and executive leadership team. Ultimately contributing to the successful advancement of REFORM’s mission and organizational goals.
This role is on the CEO team and reports directly to the Chief of Staff.

Requirements

• 5-10 years of experience as an executive assistant or similar role
• Proven experience in calendar management, travel coordination, and high-level administrative tasks.
• Strong communication skills, both written and verbal
• Proficiency with Google Workspace and project management tools
• Discretion and confidentiality in handling sensitive information and executive communication
• Excellent Organizational Skills
• Ability to thrive in a fast-paced, dynamic environment, demonstrating resilience and flexibility.
• Solutions-oriented / creative problem solver
• A self-starter who takes initiative and can operate independently.
• Experience working for elected officials, HNWI, and/or in nonprofit or social impact organizations, particularly in roles supporting executive leadership and strategic initiatives.
• Experience working in a fast-paced environment and startup culture
• Driver’s license and comfortable driving to various locations in the tri-state area and Washington, D.C.
• Authorized to work in the U.S.
• REFORM does not offer employment visa sponsorship
• Live within commuting distance of New York City (midtown) and ability to work in-person five (5) days per week

Nice To Haves

• Project management certification (e.g., PMP) or similar training.
• Experience working with a Board of Directors and managing board-related communications and documentation.
• Strong problem-solving abilities with a proactive approach to identifying and addressing issues before they arise.
• Clear passion for and commitment to REFORM’s mission.

Responsibilities

• Serve as a strategic partner to the CEO, proactively managing priorities, time, and information flow
• Manage complex calendar scheduling across internal leadership, Board members, funders, and external stakeholders
• Anticipate CEO needs by preparing briefings, talking points, background materials, and follow-ups ahead of meetings
• Act as a gatekeeper for the CEO, exercising sound judgment and discretion in handling sensitive matters
• Coordinate external partner logistics, including meeting scheduling, materials distribution, and follow-up actions
• Track commitments and action items from executive meetings and ensure timely follow-through
• Support relationship management with key partners, funders, and senior leaders
• Represent the CEO professionally and diplomatically in internal and external interactions
• Handle travel planning and logistics, including flights, lodging, ground transportation, and itineraries
• Manage expense reporting, reimbursements, and credit card reconciliation for the CEO
• Maintain organized digital and physical filing systems for executive documents and records
• Support scheduling and logistics for leadership team meetings and organization-wide events as needed
• Coordinate onboarding logistics for senior leaders, in partnership with People team
• Assist with general administrative tasks that ensure the CEO’s office runs efficiently and smoothly
• Lead and manage cross-functional projects on behalf of the CEO, from planning through execution and follow-up
• Track timelines, deliverables, and dependencies across CEO-led initiatives and approval workflows
• Coordinate with internal teams to ensure alignment, accountability, and clear communication
• Develop project plans, agendas, and status updates for executive-level initiatives
• Identify risks, bottlenecks, and opportunities for process improvement, escalating issues as needed
• Support special projects tied to organizational priorities, change management, or strategic initiatives
• Support occasional personal administrative tasks that enable the executive to operate effectively and maintain focus on organizational leadership.

Benefits

• Competitive salaries in the market of similar non-profit organizations
• Comprehensive benefits, including medical, dental, vision, life, disability, and other ancillary options.
• 20 days of Paid Time Off (PTO) during the first year of employment in addition to org-wide holidays (11), and winter shutdown during the last week of December
• 4% 401(k) match after 30 days of employment
• Coverage of 100% of health insurance premiums for employees (health, vision & dental)
• $75.00 monthly cell phone reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees