Executive Assistant to the CEO/COO

GMHC • New York, NY

5d • $60,000 - $70,000 • Hybrid

About The Position

The Executive Assistant (EA) to the CEO/COO provides comprehensive administrative and operational support, facilitating calendar management, communication, coordination, and the efficient operation of the Executive Office. The role requires a proactive, highly organized, detail-oriented professional who can handle sensitive information with discretion in a fast-paced environment.

The EA manages complex calendars and communications; prepares executive materials; safeguards confidential records; handles expense reporting, invoices, and budget tracking; and supports office operations. The position also supports organizational goals and strategic initiatives, tracks projects and action items across the CEO/COO’s vertical, and facilitates communication and progress tracking for internal groups and programs. The EA communicates with internal and external stakeholders and represents the executive office professionally in alignment with GMHC’s mission and values.

This is a hybrid position with periodic office presence. Remote work flexibility is determined by CEO/COO schedules and business needs. Extended hours or availability outside standard business times may be required. Participation in the annual AIDS Walk New York event and other agency-wide initiatives is mandatory. The work is primarily office-based and sedentary, with computer, phone, and video-conferencing use, and may involve in-person meetings or off-site events. GMHC expects staff to demonstrate cultural humility, empathy, respect for diverse lived experiences, and commitment to equity, inclusion, and social justice.

Requirements

• Bachelor’s degree or equivalent experience.
• 3–5+ years of executive administrative experience, preferably in a nonprofit environment.
• Ability to thrive in a fast-paced, high-volume, evolving environment and balance competing priorities.
• Ability to handle confidential and sensitive information with discretion, sound judgment, professionalism, and integrity.
• Strong organizational, prioritization, accuracy, efficiency, and attention-to-detail skills.
• Strong written and verbal communication skills, including communication across organizational levels and with external stakeholders.
• Understanding of and commitment to GMHC’s mission, values, and the communities it serves.
• Intermediate to advanced proficiency with Outlook and Teams, including complex calendar management, high-level meeting coordination, confidential communications, and prioritization of urgent requests.
• Proficiency in creating, formatting, and editing professional documents with Word.
• Intermediate working knowledge of Excel spreadsheet management, data entry, and formatting.
• Intermediate working knowledge of creating and editing professional PowerPoint presentations.
• Ability to navigate a standard office environment and attend in-person meetings or off-site events as needed.
• Ability to communicate clearly and effectively in a fast-paced, service-oriented setting.
• Ability to sustain focus and attention to detail while managing multiple concurrent projects under time-sensitive conditions.
• Awareness of, sensitivity to, and respect for the diverse lived experiences of the communities GMHC serves; commitment to equity, inclusion, and social justice, and a culturally humble, empathetic, people-first approach.

Nice To Haves

• Experience supporting C-level executives.
• Experience working in nonprofit and/or mission-driven organizations.
• Experience with project management systems.
• Experience with Adobe Acrobat, Zoom, SignNow, Asana, or similar tools.

Responsibilities

• Provide high-level administrative and operational support to the CEO/COO and ensure smooth day-to-day operations.
• Manage complex and dynamic calendars, including scheduling, prioritizing, and coordinating meetings with internal and external stakeholders.
• Manage email, correspondence, and communications for the CEO/COO office with discretion and sound judgment.
• Prepare, review, and organize briefing materials, reports, presentations, and executive correspondence accurately and professionally.
• Maintain and safeguard confidential records, files, and sensitive information.
• Anticipate executive needs and proactively address administrative and operational priorities.
• Oversee expense reporting, invoice processing, and budget tracking for the CEO/COO office.
• Support broader office operations and cross-functional initiatives as needed.
• Support tracking and advancement of organizational goals, strategic initiatives, and key projects aligned with executive priorities.
• Partner with the AVP of Operations Administration to coordinate cross-departmental activities and follow up on action items across the CEO/COO’s vertical.
• Facilitate communication and progress tracking for the All Staff Committee, Policy and Operations Compliance Committee, Triad, and Train-the-Trainer program.
• Monitor initiative timelines, priorities, and deliverables to promote accountability and timely execution.
• Communicate professionally with internal and external stakeholders, including clients, donors, partners, community leaders, and vendors.
• Draft and manage executive-level correspondence on behalf of the CEO/COO.
• Represent the executive office with professionalism, sound judgment, and commitment to GMHC’s mission and values.
• Participate in the annual AIDS Walk New York event and other agency-wide initiatives as required.
• Adhere to GMHC workplace policies and health and safety practices.

What This Job Offers

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