Senior Executive Assistant to the Chief Executive Officer

The New York Climate Exchange•New York, NY

19h•$130,000 - $155,000•Hybrid

About The Position

The New York Climate Exchange (“The Exchange”) is a global nonprofit organization dedicated to accelerating climate solutions through research, education, innovation, and collaboration. Through partnerships spanning academia, government, philanthropy, industry, and communities, The Exchange is building a world-class climate solutions center headquartered in New York City. The Exchange brings together leading experts, practitioners, policymakers, and innovators to advance climate action and create scalable solutions for a more sustainable future. The New York Climate Exchange seeks an exceptional Senior Executive Assistant (SEA) to serve as a trusted partner to the Chief Executive Officer (CEO). This is a highly visible and impactful role that extends well beyond traditional executive support. The Senior Executive Assistant is responsible for ensuring the CEO’s time, communications, priorities, stakeholder relationships, meetings, and travel are managed with precision, professionalism, and exceptional attention to detail. The role incorporating some of the capabilities commonly associated with a Chief of Staff, including executive operations, stakeholder management and communications support. The ideal candidate is a seasoned executive support professional with significant experience supporting CEOs, Presidents, Executive Directors, Founders, or similarly senior leaders. This individual operates with discretion, sound judgment, emotional intelligence, and a high degree of independence. The successful candidate will be highly organized, exceptionally resourceful, proactive, responsive, and comfortable working in an entrepreneurial, fast-paced environment where priorities evolve rapidly. This individual will regularly engage with board members, major donors, philanthropists, government officials, academic partners, corporate leaders, community partners, and other high-profile external stakeholders. The ability to represent the CEO and The Exchange with confidence, diplomacy, and professionalism is essential. The position requires flexibility and responsiveness, including periodic evening and weekend availability and the ability to manage urgent issues that arise outside traditional business hours.

Requirements

Bachelor’s degree or equivalent professional experience.
Minimum of 8 years of progressively responsible executive support, operations, administration, project coordination, or related experience.
Demonstrated experience supporting a CEO, President, Executive Director, Founder, or other senior executive leader.
Significant experience operating and ability to prioritize in complex, fast-paced, or high-growth environments.
Extensive experience managing highly complex calendars with competing priorities and frequent changes.
Extensive experience coordinating domestic and international executive travel.
Exceptional organizational skills and meticulous attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to exercise discretion, maintain confidentiality, and use sound judgment.
Strong project management and cross-functional coordination skills.
Advanced proficiency with Microsoft Office Suite, Outlook, Teams, Zoom, PowerPoint, and related productivity tools.
Ability to work evenings, weekends, and outside traditional business hours when required.
Ability to work independently with minimal supervision and exercise appropriate judgment regarding escalation.
Must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.

Nice To Haves

Experience supporting executives within nonprofit, philanthropy, climate, sustainability, public policy, academic, government, or other mission-driven organizations.
Familiarity with fundraising operations, donor stewardship, and Board governance.
Experience supporting organizations during periods of rapid growth, organizational transformation, or startup development.
Familiarity with New York City’s nonprofit, philanthropic, academic, government, and business communities.
Experience performing Chief of Staff-adjacent responsibilities, including executive operations, stakeholder management, strategic planning support, organizational problem-solving, and cross-functional project coordination.

Responsibilities

Serve as the primary executive support partner to the CEO and operates as an extension of the CEO’s office.
Manage a complex and dynamic calendar while balancing competing priorities.
Ensure the CEO’s time is aligned with organizational goals and strategic priorities.
Anticipate needs, identify potential conflicts, and develop solutions before issues arise.
Prepare the CEO for meetings, presentations, media appearances, donor engagements, board activities, and public events through commissioning and compiling comprehensive briefing materials and background research.
Draft, edit, and proofread correspondence, presentations, reports, speeches, talking points, and executive communications.
Track key decisions, deadlines, commitments, and follow-up actions across multiple initiatives.
Operate as a trusted advisor and thought partner to the CEO on administrative, operational, and organizational matters.
Serve as a proxy for the CEO when appropriate, ensuring important matters continue to move forward effectively.
Coordinate and monitor cross-functional initiatives on behalf of the CEO.
Coordinate follow-up actions and accountability to ensure priorities remain on track.
Support leadership meetings, Board meetings, strategic planning sessions, donor engagements, and organizational convenings.
Work across departments to facilitate timely execution of CEO priorities and organizational commitments.
Identify opportunities to improve workflows, processes, communication, and operational efficiency.
Help resolve organizational issues by gathering information, coordinating stakeholders, and driving appropriate follow-through.
Serve as a key point of contact for internal and external stakeholders on behalf of the CEO.
Build positive and productive relationships with Board members, donors, elected officials, academic leaders, corporate executives, community partners, and other stakeholders.
Coordinate communication and follow-up with senior stakeholders.
Navigate sensitive and complex situations with discretion, composure, and emotional intelligence.
Represent the CEO and The Exchange with professionalism and credibility at all times.
Maintain strong working relationships across the organization and with external partners.
Coordinate and manage a high volume of internal and external meetings on behalf of the CEO.
Coordinate scheduling across multiple stakeholders, organizations, and time zones.
Prepare agendas, briefing materials, meeting notes, talking points, and follow-up communications.
Conduct or commission background research and gather relevant information to ensure the CEO is fully prepared for meetings and engagements.
Ensure meetings are executed professionally and efficiently, with all necessary materials prepared in advance.
Track meeting outcomes, decisions, commitments, and follow-up actions.
Ensure appropriate stakeholders are informed and action items are completed.
Support the CEO in preparing speeches, presentations, remarks, talking points, correspondence, and other executive communications.
Coordinate with internal teams to gather information and materials needed for executive communications.
Support preparation for media interviews, public appearances, conferences, donor meetings, and other high-profile engagements.
Ensure communications and materials reflect the appropriate level of professionalism, accuracy, discretion, and organizational voice.
Support the CEO’s engagement with the Board of Directors and other governance bodies.
Assist with preparation for Board meetings, committee meetings, donor engagements, and strategic discussions.
Coordinate materials, schedules, logistics, and follow-up associated with high-level stakeholder engagements.
Support donor and philanthropic engagement activities in partnership with internal teams.
Manage sophisticated domestic and international travel arrangements for the CEO.
Coordinate flights, accommodation, transportation, visas, meeting schedules, and executive logistics.
Manage last-minute travel changes, cancellations, flight disruptions, weather-related delays, and other unforeseen challenges.
Maintain extensive familiarity with New York City transportation systems, airports, hotels, venues, and executive travel logistics.
Ensure seamless execution of executive travel and related stakeholder engagements.
Manage logistics for executive events, retreats, conferences, donor engagements, Board activities, and other high-profile organizational events.
Coordinate multiple stakeholders, vendors, venues, schedules, and materials to ensure successful execution.
Support special projects and strategic initiatives led by or assigned through the CEO’s office.
Take ownership of time-sensitive and high-priority assignments requiring discretion, initiative, and independent judgment.
Coordinate and process CEO-related expense reports and supporting documentation.
Assist with executive-level administrative and financial tracking as needed.
Maintain organized records and documentation related to executive activities.
Support appropriate administrative processes associated with the CEO’s office.
Handle highly sensitive organizational, personnel, financial, governance, legal, fundraising, and strategic information with complete discretion.
Exercise exceptional judgment when responding to sensitive and confidential matters.
Maintain professionalism and composure under pressure.
Demonstrate a service-oriented mindset and commitment to excellence.
Protect the confidentiality and integrity of information entrusted to the CEO’s office.
Maintain appropriate boundaries and discretion when working with senior leaders and external stakeholders.