Special Assistant to the CEO (64219)

University Settlement Society Of New York•New York, NY

2d•Onsite

About The Position

University Settlement seeks a Special Assistant to the CEO to manage the CEO’s day-to-day affairs and support the broader work of the executive office. The position reports directly to the Chief Executive Officer and regularly engages with Board members and their assistants, agency administration, government and private funders, community members, external partners, elected officials, and University Settlement staff. The Special Assistant serves as the CEO’s primary administrative partner and also supports the Chief Program and Equity Officer, three Associate Executive Directors for Programs, and other staff. The role coordinates daily operations, conducts research, prepares written materials, organizes projects, and helps execute special initiatives. It also supports agency-wide events and office operations while collaborating with teams across the organization. University Settlement is a mission-driven organization that partners with New Yorkers in Lower Manhattan and Brooklyn. Its programs include early childhood education, youth development, healthy aging, mental health and wellness, English classes for adult immigrants, community centers, and the arts.

Requirements

Excellent writing, verbal, and telephone communication skills.
Self-motivated, with strong project management, organizational, and multitasking skills.
Ability to manage competing priorities effectively in a fast-paced environment.
Exceptional interpersonal skills and ability to work effectively across diverse audiences and organizational levels.
Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and ability to learn internal systems quickly.
Familiarity with University Settlement’s mission, the settlement house model, and New York City’s civic landscape.
Demonstrated ability to maintain confidentiality and exercise sound judgment.
History of success in roles requiring creative thinking, critical thinking, and problem-solving.
A collaborative spirit and commitment to the organization’s social justice mission.

Nice To Haves

At least two years of administrative experience supporting senior leadership is preferred.
A bachelor’s degree is preferred.
A sense of humor is highly valued.

Responsibilities

Provide high-level administrative support to the CEO, Chief Program and Equity Officer, and Associate Executive Directors.
Manage executive calendars and coordinate appointments, meetings, and travel arrangements.
Sort, screen, prioritize, and distribute correspondence, including phone calls, mail, and other communications.
Support the CEO’s communications, scheduling, and other responsibilities related to the Board of Directors.
Maintain strict confidentiality and discretion when handling sensitive information.
Coordinate agency operations and special projects with executive management, including correspondence, research, presentations, Board meetings, events, and other initiatives.
Partner with the Senior Leadership Team to coordinate agency-wide events, including Manager’s Meetings, All Staff Day, All Welcome Day, social gatherings, and other special events.
Conduct research and assist in preparing reports, presentations, and executive communications.
Provide administrative and project support for organizational priorities and special initiatives.
Serve as a liaison to Facilities, Finance, People, Development, and Information Systems teams.
Manage daily administrative office operations, including mail processing, room reservations for 184 Eldridge, administrative expense invoices and payments, and welcoming and assisting external guests.
Support the efficient day-to-day functioning of the executive office.
Perform other duties as assigned by the CEO and executive management.