Executive Assistant to the CEO/COO

GMHC•New York, NY

3h•Hybrid

About The Position

The Executive Assistant (EA) to the CEO/COO is a trusted role responsible for providing comprehensive administrative support to the CEO/COO. The EA facilitates calendar management, communication, coordinating, and ensuring the efficient operation of the Executive Office. The ideal candidate is proactive, highly organized, detail-oriented, and able to manage sensitive information with the utmost discretion and professionalism in a fast-paced environment.

Requirements

Bachelor’s degree or equivalent experience
3–5+ years of executive administrative experience, preferably in a nonprofit environment
Adaptability: Demonstrated ability to thrive in a fast-paced, high-volume, and evolving environment, successfully balancing competing priorities and adapting to changing demands
Discretion & Integrity: Proven ability to handle confidential and sensitive information with sound judgment, professionalism, and a high level of integrity
Organized: Ability to prioritize and manage competing demands in a fast-paced, high-volume environment while maintaining a high degree of accuracy, efficiency, and attention to detail
Communication: Strong written and verbal communication skills, with the ability to effectively engage and communicate across all levels of the organization and with a range of external stakeholders and partners.
Mission Alignment: Demonstrated understanding of and commitment to GMHC’s mission, values, and the communities we serve.
Outlook/Teams: Experienced in managing complex calendars, coordinating high-level meetings, handling confidential communications, and prioritizing urgent requests.
Word: Proficient in creating, formatting, and editing professional documents, including correspondence, reports, and executive-level materials.
Excel: Intermediate working knowledge of spreadsheet management, data entry, and formatting.
PowerPoint: Intermediate working knowledge of creating and editing clear, professional presentations for internal and external audiences.

Nice To Haves

Experience supporting C-level executives
Experience working in nonprofit and/or mission-driven organizations
Project management system experience

Responsibilities

Provide high-level administrative and operational support to the CEO/COO, ensuring seamless day-to-day operations
Manage complex and dynamic calendars, including scheduling, prioritizing, and coordinating meetings across internal and external stakeholders
Serve as a gatekeeper for the CEO/COO office by managing email, correspondence, and communications with discretion and sound judgment
Prepare, review, and organize briefing materials, reports, presentations, and executive correspondence with a high level of accuracy and professionalism
Maintain and safeguard confidential records, files, and sensitive information with the highest level of discretion
Anticipate executive needs and proactively address administrative and operational priorities to ensure efficiency and continuity
Oversee expense reporting, invoice processing, and budget tracking for the CEO/COO office with accuracy and timeliness
Support broader office operations and cross-functional initiatives as needed
Support the tracking and advancement of organizational goals, strategic initiatives, and key projects, ensuring alignment with executive priorities
Partner with the AVP of Operations Administration to coordinate cross-departmental activities and drive follow-up on action items across the CEO/COO’s vertical
Facilitate communication and progress tracking for key internal groups and initiatives, including the All Staff Committee, Policy and Operations Compliance Committee, Triad, and Train-the-Trainer program
Monitor timelines, priorities, and deliverables to ensure accountability and timely execution across initiatives
Facilitate clear, timely, and professional communication 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 with a high degree of accuracy and professionalism
Represent the executive office with professionalism, sound judgment, and a strong commitment to GMHC’s mission and values