Executive Assistant

L'Alliance New York • New York, NY

52d • $66,300

About The Position

The Executive Assistant provides high-level administrative and operational support to the President, ensuring the smooth and efficient functioning of the executive office within a dynamic, cultural non-profit organization. This role offers a unique, top-down view of the organization and requires close collaboration with senior leadership and department heads across Marketing, Cultural Programs, Language Center, Development, Finance, and Human Resources.
This position calls for exceptional organizational skills, discretion, flexibility, and a strong service mindset. The description below outlines the core responsibilities of the role but is not intended to be an exhaustive list of all duties.

Requirements

• Native-level French and full professional fluency in English; excellent written and verbal communication skills in both languages.
• Proven experience in an administrative, executive assistant, or similar support role.
• Strong organizational skills, attention to detail, and ability to multitask effectively.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort working with databases, CRM tools (Raiser’s Edge preferred), and internet research.
• Tech-savvy with the ability to quickly learn new tools and systems.
• Comfortable interacting with senior executives, high-level donors, and VIP guests.
• Must be legally authorized to work in the United States.

Nice To Haves

• Interest in or experience with nonprofit organizations strongly preferred.

Responsibilities

• Draft, edit, and format presentations, speeches, letters, emails, and notes for the President in both French and English.
• Prepare, review, and distribute internal and external correspondence on behalf of the executive office.
• Coordinate and prepare materials for meetings involving the President, including agendas, briefing documents, and follow-up notes.
• Manage the President’s calendar, including scheduling meetings, conference calls, and high-level appointments; ensure time is used efficiently and priorities are met.
• Coordinate VIP guests and external stakeholders, ensuring a high level of professionalism and hospitality.
• Take meeting minutes and track action items as needed.
• Prepare and update slides for internal team meetings.
• Support the Executive Business Partner with Board and Committee meeting preparation.
• Organize domestic and international travel, including flights, accommodations, itineraries, and logistics; assist with related expense tracking.
• Provide support on special projects, personal requests, and administrative or financial documentation, including report preparation.
• Help maintain a welcoming and professional office environment, including preparing coffee and refreshments for guests.
• Cover reception phones as needed and assist with daily office operations.
• Support office setup for meetings, events, and special visits.
• Provide general administrative support, including data entry and contact management in the database system.
• Ensure office organization and efficiency by ordering supplies, coordinating vendors, and overseeing shared spaces.
• Manage recurring office needs such as coffee, flowers, and gift bags.
• Assist with VIP invitations, guest lists, facesheet preparation, and RSVP tracking for events led by the President.
• Support the planning and execution of major institutional events, including the annual gala, festivals, and cultivation events.
• Provide on-site support during events and special programs.

Benefits

• Generous paid vacation and holiday package.
• Health, dental, and vision insurance with employer contribution.
• 403(b) retirement savings plan with up to 5% employer match after 2 years.
• Pre-tax commuter benefits (CBP) and flexible spending account (FSA).
• Complimentary French classes and discounts on our vibrant cultural programs—perfect for deepening your connection to francophone culture.
• A free membership to L’Alliance New York, giving you access to events, the French Library, and much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed