Executive Assistant-EO500601

ICL•New York, NY

11d

About The Position

Under the direction of the Senior Executive Assistant, the Executive Assistant serves as a trusted partner to executive leadership, ensuring the efficient and seamless operation of the Executive Office. This role provides high-level administrative support to C-Suite executives, facilitates cross-functional coordination, and serves as a key liaison among senior leadership, staff, and the Board of Directors. The ideal candidate is a highly organized, resourceful professional who thrives in a fast-paced environment and exercises sound judgment, discretion, and professionalism at all times.

Requirements

Associate's degree required
Minimum of 5 years of experience providing administrative support to C-Level Executives and/or Boards of Directors, preferably within a nonprofit organization.

Nice To Haves

Bachelor's degree preferred

Responsibilities

Manage complex, highly active calendars for C-Level Executives.
Coordinate comprehensive travel arrangements and internal/external events, including catering, transportation, and Zoom moderation.
Manage confidential administrative tasks and drive special projects to successful completion under deadline pressure.
Draft, format, and distribute high-quality emails, letters, memos, presentations, and meeting agendas.
Serve as a bridge for smooth, professional communication between C-Level staff, internal teams, and the Board of Directors.
Assist in maintaining official agency governance documents in both paper and electronic formats.
Vet incoming calls to determine priority level while strictly protecting confidential company information.
Process invoices, check requests, and expense claims in compliance with company guidelines.
Facilitate staff onboarding and offboarding by coordinating IT equipment setup and system access.
Set up and manage electronic and paper filing systems to meet compliance requirements.
Act as the operational backup for other Executive Assistants during absences and assist with reception coverage as needed.
May supervise and train junior staff (receptionists, temps) to ensure coverage and smooth office operations.
May be assigned other duties reasonably related to job responsibilities.
Assist with meeting setup, drafting agendas, and maintaining agency governance documents.
Assist with transcribing, editing, and finalizing Board meeting minutes.
Communicate and distribute materials through the Board Effect Board Portal or other board communication platforms.
Serve as a liaison between senior management and the Board of Directors.