Executive Assistant/Office Manager

Urban Pathways, Inc. • New York, NY

10h

About The Position

The Executive Assistant will provide high-level administrative support to the CEO, CAO, and Board members, ensuring efficient operations and effective communication across the executive office. This role requires a highly organized, detail-oriented, and proactive individual who can manage multiple priorities in a fast-paced environment. The Executive Assistant will handle confidential information with discretion, coordinate executive calendars, prepare reports and presentations, and serve as a liaison between the executive team and internal/external stakeholders. The Executive Assistant will be an active listener, critical and strategic thinker and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Requirements

• Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field preferred.
• Minimum of 5-7 years of experience providing executive-level support, preferably in a nonprofit environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• The ability to handle multiple priorities and work independently in a fast-paced environment.
• High level of discretion, professionalism, and attention to detail.
• High level of accountability, reliability, and responsiveness.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams).
• Demonstrated commitment to the mission and values of the organization.
• Collaborative and adaptable, with a positive attitude and ability to work well under pressure.
• High emotional intelligence and interpersonal skills to handle interactions with senior leadership, board members, and external stakeholders.
• Notary Public Required.
• Desire to perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various programs sites.

Nice To Haves

• Knowledge of New York City social services contracts preferred.
• Knowledge of NYC PASSPORT System is a plus.
• Project management experience is a plus.

Responsibilities

• Provide direct administrative support to the CEO, CAO, and Board members, including managing calendars, scheduling meetings, and handling travel arrangements.
• Monitor and manage emails and communications on behalf of the CEO and CAO.
• Act as the point of contact between executives and internal/external clients, ensuring effective communication and follow-up.
• Prepare and edit correspondence, presentations, reports, and other documents for executive review and approval.
• Coordinate and organize board meetings, including agenda preparation, minute-taking, and distribution of materials.
• Assist with strategic projects, ensuring deadlines are met and tasks are completed accurately.
• Handle confidential and sensitive information with the utmost discretion.
• Manage special projects assigned, ensuring successful completion and alignment with organizational goals.
• Support board-related activities, including event planning, documentation, and communication with board members.
• Serve as a primary contact for the Board of Directors, ensuring timely communication and coordination.
• Plan and manage logistics for board and committee meetings, including preparing materials, distributing board packets, and organizing meeting logistics ( or in-person).
• Support the board in governance-related tasks, including tracking key decisions, and maintaining board records.
• Oversee special projects as assigned by the CEO and CAO ensuring deadlines and deliverables are met.
• Collaborate with cross-functional teams to advance strategic initiatives such as facilities management and admin office management (2 floors).
• Manage the flow of information and documents between the CEO, CAO and department leaders.
• Ensure compliance with organizational policies and procedures in communications and processes.
• Handle expense reports, reimbursements, and budget tracking for the executive office.
• Provide supervision to the front desk receptionist and guidance to the administrative support.
• Organize and coordinate Sr. Leadership-level events, and retreats.
• As needed, assist with planning other important events for the organization.
• Foster and maintain positive relationships with key stakeholders, including donors, partners, community leaders, and governmental agencies.
• Represent the organization at events, meetings, and presentations, acting as an ambassador of the executive office.
• Other related duties as assigned.

Benefits

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level