Executive Assistant to CEO

Lighthouse Guild•New York, NY

14h•Onsite

About The Position

Lighthouse Guild, a leading nonprofit dedicated to empowering visually impaired individuals, seeks an experienced Executive Assistant to provide high-level administrative and operational support to its President & CEO. This hands-on role is crucial for efficiently managing schedules, communications, travel, and ensuring the timely execution of priorities. The Executive Assistant will support a CEO who utilizes screen-reader and accessibility tools, requiring a candidate comfortable structuring and delivering materials, communications, and logistics in an organized, efficient, and accessible manner. Strong technical proficiency with Apple products, Zoom, Microsoft Teams, and related platforms, along with the ability to learn new applications quickly, is preferred. The role demands sound judgment, discretion, and excellent follow-through in managing daily executive tasks, including scheduling, travel coordination, material preparation, and tracking action items.

Requirements

Minimum of 3–5 years’ experience supporting a senior executive.
Strong technical skills using Apple products, Zoom, Microsoft Teams, and Microsoft 365, or demonstrated ability to learn quickly.
Excellent organizational and time-management skills with strong follow-through.
Strong written and verbal communication skills and attention to detail.
High level of discretion in handling confidential information.
Ability to manage multiple priorities and deadlines in a fast-paced environment.

Nice To Haves

Experience in nonprofit, healthcare, education, or human services settings preferred.
Comfort working in an office environment where service animals are present.
Direct expertise with specific tools for the visually-impaired is not required; however, strong technical proficiency with Apple products, Zoom, Microsoft Teams, and related platforms—and the ability to learn apps quickly—is preferred.
The successful candidate is comfortable ensuring materials, communications, and logistics are structured and delivered in ways that are usable, organized, and efficient.

Responsibilities

Manage and maintain the CEO’s and Board Chair’s calendar, appointments, and meeting logistics.
Coordinate travel arrangements, itineraries, and related follow-ups.
Track action items, deadlines, and commitments to ensure timely completion.
Prepare briefing materials, agendas, and background information for meetings and events.
Maintain organized records, files, and correspondence for efficient access and follow-up.
Draft, edit, and format correspondence, reports, presentations, and meeting materials.
Coordinate scheduling and communication with board members, senior staff, donors, and external partners.
Prepare meeting agendas, minutes, and supporting materials.
Ensure expense reports and meeting agendas are prepared and submitted in a timely manner.
Ensure documents, presentations, and communications are formatted and organized for efficient use with screen-reader and accessibility tools.
Coordinate meeting logistics and presentations with alternative text and audio descriptions to support accessible participation by visually-impaired audiences.
Work with internal teams to maintain accessible workflows and document practices.
Provide limited sighted-guide assistance and support with orientation and mobility as needed during CEO travel or external meetings.
Coordinate logistics to ensure efficient navigation of venues, transportation, and meeting locations with the ability to act occasionally as a sighted-guide.
Handle confidential information with discretion and professionalism.
Support preparation of reports, presentations, and internal materials.
Maintain positive working relationships with board members, staff, and external stakeholders.
Perform other related duties as assigned.