NextPhase Search is hiring: Executive Assistant in New York

Overview

Executive Assistant to CEO, Non-Profit, Manhattan (Inwood borough), NY 4 days weekly in office, 1 day remote. This is at the northern tip of Manhattan (Inwood/Marble Hill area) with zip code 10034.

About the Organization

Our dynamic client, a rapidly growing and well-funded nonprofit headquartered in Inwood, Manhattan with multiple offices, is building something truly impactful. This is a mindful, community-oriented organization, committed to making a tangible difference. The executive team is cohesive, impressive, and deeply dedicated to its mission. As the organization expands its reach, it seeks an executive support partner to help scale the CEO\'s impact. This is beyond managing a calendar; it\'s about staying ahead of what\'s needed, aligning priorities, streamlining communications, supporting monthly social event coordination and handling ad-hoc projects that contribute to the spirit of the organization and to long term planning.

What you\'ll do

• Dynamic real time calendar and meeting management for CEO, starting from a fully booked standard set of meetings and assessing and juggling new and urgent meetings and external meetings in accordance with the CEO\'s priorities.
• Meeting readiness includes pulling together all meeting materials, historic data and notes from prior meetings, along with any needed presentation preparation, provided to the CEO with time to review.
• Shepherd the CEO throughout daily commitments, ensuring meetings with external key stakeholders start on time. Assist with greeting and seating and general hospitality for meetings as needed; internal meetings are managed based on priority and external engagements require on-time starts.
• Guard the CEO\'s calendar, planning presence at events for maximum effectiveness and efficiency, and providing a thoughtful daily schedule that allows for travel time, protected work time, and personal care needs (e.g., lunch, coffee breaks). Prepare quick decisions for the CEO when possible to minimize effort required to shape their day.
• Manage recurring meetings and long-range planning with pre-planning for the year (board meetings, organization-wide gatherings, trainings, and other events).
• Maintain and advance longer-term goals by capturing the CEO\'s vision for future initiatives and proactively coordinating with the needed people to assist with planning and calendaring.
• Contribute to organizational event planning in a supporting capacity (with operations leading events) and coordinate small-scale ad hoc projects (e.g., sourcing custom branded treats or swag for team events).
• Serve as a key communicator, verbally and in writing, on behalf of the CEO, with the ability to grasp intent and deliver messages professionally as a trusted proxy.

You are

• An experienced Executive Assistant with a proven track record of supporting a CEO or C-Suite executive in a one-on-one capacity in dynamic environments; excels at calendar and meeting management and anticipates conflicts before they arise.
• Well educated, with strong communication skills, including writing and proofreading abilities.
• Capable and experienced with event and project coordination.
• Discreet, persistent when needed, able to engage an executive without compromising confidentiality.
• Open to direct and clear feedback and able to provide professional, thoughtful feedback to the CEO and others as needed.
• A continuous learner who structures learnings to improve work product, processes, and communications.
• Community-minded and collaborative, able to thrive in-person and remote with a typical schedule of four in-office days per week in Inwood (9-5) and occasional presence at other NYC locations.
• Responsive with the ability to adjust calendar items or respond to questions during non-traditional hours when necessary, aiming to resolve matters in the workday to minimize after-hours needs.

While this organization is neither political nor religious, it cultivates a deliberately mindful and connected environment. If you are prepared to merge the discipline and effectiveness of a corporate setting with the purpose focus of a mission driven organization, you may be an ideal match for this culture!