Executive Assistant

Every Mother Counts•New York, NY

54d•Hybrid

About The Position

Every Mother Counts (EMC) is dedicated to ensuring that all people, everywhere, experience a safe, respectful, and equitable journey through pregnancy, childbirth, and the postpartum period. EMC invests in community-led models of care, diversifies the healthcare workforce, and mobilizes for change through policy and advocacy efforts. The organization uses compelling storytelling to highlight the imperative to transform maternal health. This role reports to the Vice President of Operations and provides essential support to the Founder/President, playing a central role in ensuring smooth organizational operations. The ideal candidate is highly organized, proactive, possesses sound judgment, and excels in managing complex schedules, coordinating travel and events, and serving as a thoughtful and polished ambassador for the organization. The position requires a relationship-driven individual who thrives in a dynamic environment and brings warmth, discretion, and sound judgment to every interaction. As the first point of contact for visitors and a key connective point across teams, this role helps ensure the Founder/President is fully prepared for all engagements while supporting the daily rhythm of the office and exercising sound judgment in prioritizing competing demands aligned with organizational priorities. This is a full-time, exempt, salaried position.

Requirements

5+ years of experience as an Executive Assistant supporting senior leadership.
Strong interpersonal skills and the ability to interact effectively with a wide variety of stakeholders.
High proficiency in Microsoft Office and related technologies.
Technical savvy and ability to quickly learn and adapt to new tools, platforms, and systems.
Experience with CRM systems; Salesforce preferred.
Experience with project management tools; Monday preferred.
Professionalism, discretion, and the ability to thrive in a fast-paced environment.
Excellent interpersonal skills (external-facing people + relationship building).
Genuine passion for EMC’s mission and values.
Extensive computer use, reading, writing, analysis, attention to detail, and ability to focus and execute job duties in a timely manner.
Regular, punctual in-person attendance at EMC’s office in accordance with EMC’s hybrid-remote schedule.
In the case of work conducted remotely, the position requires reasonable access to phone, email, and video conference and a dedicated place to work that is reasonably free from interruption.

Nice To Haves

Salesforce preferred
Monday preferred

Responsibilities

Manage Founder/President-involved business operations, including maintaining a complex, high-volume calendar; prioritize sensitive and time-critical matters; ensure optimal use of the Founder/President’s time; and coordinate with stakeholders to align scheduling with organizational priorities and operations.
Plan and coordinate comprehensive travel itineraries, meeting logistics, and conference schedules.
Serve as a professional and welcoming representative of EMC in all interactions with internal and external stakeholders.
Develop agendas, briefing materials, and run-of-show documents for meetings, events, and site visits.
Support high-priority projects as assigned.
Monitor key deadlines, commitments, and follow-ups to ensure timely execution of priorities.
Coordinate all logistics for quarterly Board meetings and committee meetings—including securing venues, managing invitations, arranging technology support, and coordinating catering.
Provide onsite assistance during meetings, including timekeeping, technical troubleshooting, and detailed minute-taking.
Maintain and manage the Board portal, ensuring all materials, documents, meeting minutes, and resources are current, well-organized, and easily accessible to Board members.
Prepare meeting folders, print materials, and ensure that all Board-related documentation is organized and accessible.
Serve as the primary logistical contact for Board members, assisting with scheduling, travel, and general inquiries.
Track Board and committee action items and follow up with internal stakeholders to ensure timely execution and documentation.
Greet and host guests warmly, maintain a professional and welcoming office environment.
Assist with staff travel, event coordination, and all-team meeting logistics.
Schedule internal meetings, manage reminders, and arrange catering as needed.
Maintain accurate, organized digital and physical records across the organization.
Monitor office supplies, vendors, and general office needs to ensure smooth day-to-day operations.