Executive Assistant

THE HOPE PROGRAM GROUP•New York, NY

2d•$45,000 - $50,000•Onsite

About The Position

The Executive Assistant is a trusted partner to the Executive Director and senior leadership team, helping keep leadership organized through calendar and correspondence management, meeting preparation, follow-up tracking, and support for board and funder engagement. The role also serves as a welcoming first point of contact at HOPE’s main site by greeting visitors, connecting them with appropriate staff, and managing the main phone line and mail. The Executive Assistant connects the Executive Director’s office with teams across HOPE and is expected to take initiative and anticipate needs. The position reports to the Executive Director and the Chief of Staff and works closely with the senior leadership team. The role is based on site at HOPE’s main office at 1 Smith Street, Brooklyn, NY 11201, five days per week. The schedule may occasionally include early morning or evening hours for meetings and events, and may change based on organizational needs. The Executive Assistant may represent HOPE at community events, partner meetings, public forums, and other external engagements. This is a non-exempt position eligible for overtime. The annual salary is $45,000–$50,000. HOPE provides healthcare, vision and dental insurance, a retirement plan, competitive vacation (plus half-day Fridays during July and August), and 12 paid holidays. HOPE is an equal opportunity employer.

Requirements

Bachelor’s degree, executive or administrative support experience, or both.
Strong judgment and discretion with confidential information, including board, personnel, and financial matters.
A self-starting mindset and a habit of anticipating needs and solving problems before they grow.
Excellent written communication skills, including drafting professional emails and letters.
Strong organizational skills and attention to detail, with the ability to manage competing priorities for several leaders.
A warm, professional presence in person and on the phone with participants, board members, funders, and partners.
Proficiency with Microsoft Office and/or Google Workspace, especially Excel or Sheets.
Commitment to HOPE’s mission of advancing economic mobility through green careers.

Nice To Haves

Recent college graduates are encouraged to apply.
Experience supporting a senior leader or managing a busy calendar and inbox.
Salesforce experience; HOPE will train the right candidate.
Spanish or another language spoken by HOPE participants.

Responsibilities

Manage the Executive Director’s calendar, scheduling, and meeting coordination, balancing priorities and protecting time for strategic work.
Manage the Executive Director’s correspondence, including sorting inbox and mail, flagging urgent items, drafting replies, letters, and thank-you notes, and following items through to completion.
Prepare agendas, briefing notes, and background materials for the Executive Director’s day and week.
Coordinate the Executive Director’s external meetings, events, and travel.
Collect and submit the Executive Director’s receipts and expense reports on time.
Schedule senior leadership team meetings; prepare agendas, take notes, and track decisions and action items.
Follow up with senior leaders on deadlines and action items and remind owners before items slip.
Create and maintain trackers, shared calendars, and records for leadership priorities.
Support senior leaders with scheduling, document preparation, and special projects as needed.
Keep the Executive Director’s files, documents, and shared drives organized and easy to find.
Route documents for review, approval, and signature, and track them to completion.
Connect the Executive Director’s office with staff across departments so information and requests reach the right place quickly.
Partner with the Operations team on logistics for leadership meetings, board meetings, and events.
Coordinate funder visits, site tours, and partner meetings, including scheduling, materials, and follow-up.
Keep contact lists and records for funders and key partners up to date.
Greet stakeholders visiting HOPE’s main site and connect them to the appropriate staff member or resource.
Manage HOPE’s main phone line, review voicemail daily, and route messages to the right staff the same day.
Receive, sort, and distribute incoming mail and packages and send outgoing mail for the main site.
Prepare for visits from guests of the Executive Director and senior leadership.
Provide backup front desk coverage when needed, in coordination with the Operations team.
Represent HOPE at community events, partner meetings, public forums, and other external engagements when called upon.