Executive Administrative Specialist

Greenwich House Inc; New York (NY); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

403(b) plan

Paid time off

Job summary

Greenwich House is seeking a highly organized Executive Administrative Specialist to provide comprehensive administrative support to the Executive Office. This role serves as the operational backbone of executive administration, ensuring the Executive Leadership Team is supported through exceptional coordination, organization, and communication.

Working closely with the CEO, CFOO, CEAO and other leaders, you will manage complex calendars, prepare confidential materials, maintain records, and

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three to five years of progressively responsible executive administrative support experience, preferably for C-suite executives in a nonprofit or similarly complex organization.
• Demonstrated ability to manage multiple executives, competing priorities, and confidential information with professionalism and discretion.
• Exceptional organizational, time management, and prioritization skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong proficiency in Microsoft Office Suite, Google Workspace, Zoom, and other business productivity platforms.

Responsibilities

• Manage complex executive calendars, appointments, and scheduling for members of the Executive Leadership Team while proactively resolving scheduling conflicts and competing priorities.
• Prepare, proofread, and distribute executive correspondence, reports, presentations, meeting materials, and other confidential communications.
• Serve as a trusted point of contact for internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
• Coordinate the daily administrative operations of the Executive Office to ensure efficiency, organization, and responsiveness.
• Maintain confidential executive files, records, databases, and administrative documentation.
• Establish and maintain organized electronic and physical filing systems that promote accessibility, consistency, and confidentiality.
• Monitor executive inboxes and correspondence as assigned, ensuring timely responses and appropriate follow-up.
• Assist in preparing reports, presentations, briefing materials, and executive meeting packets.
• Coordinate logistics for executive meetings, leadership meetings, organizational events, and special initiatives.
• Prepare meeting agendas, presentation materials, attendance tracking, and meeting logistics.
• Coordinate meeting spaces, technology, catering, visitor access, and related logistics to ensure a seamless meeting experience.

Skills

Executive support

Organizational skills

Time management

Discretion

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Zoom

Job description

Job Description

Job Description

Why work at Greenwich House?

At Greenwich House, we believe in empowering communities through transformative programs, we offer more than a job – we offer a mission. When you work with us, you become part of a passionate, collaborative team committed to making a difference in people’s lives. Every initiative, class, and outreach effort we deliver is fueled by a shared commitment to equity and compassion.

Founded in 1902 as a settlement house aimed at supporting New York City's growing immigrant population, Greenwich House has since evolved into a dynamic nonprofit organization dedicated to fostering wellness, creativity, and connection across the city. Today, Greenwich House offers a diverse range of programs in health, human services, education, and the arts, serving thousands of New Yorkers each year. Learn more at www.greenwichhouse.org. ****

The Opportunity

Greenwich House is seeking a highly organized, proactive, and service-oriented Executive Administrative Specialist to provide comprehensive administrative support to the Executive Office. This role serves as the operational backbone of executive administration, ensuring the Executive Leadership Team is supported through exceptional coordination, organization, and communication.

Working closely with the Chief Executive Officer (CEO), Chief Financial & Operating Officer (CFOO), Chief External Affairs Officer (CEAO), and other members of the Executive Leadership Team, the Executive Administrative Specialist is responsible for managing complex administrative functions, coordinating executive schedules, supporting meetings and events, maintaining organizational records, and ensuring the efficient day-to-day operations of the Executive Office.

This is an exciting opportunity for an individual who thrives in a fast-paced, mission-driven environment and enjoys delivering exceptional administrative support while building collaborative relationships across the organization.

Responsibilities

Executive Support

• Manage complex executive calendars, appointments, and scheduling for members of the Executive Leadership Team while proactively resolving scheduling conflicts and competing priorities.
• Prepare, proofread, and distribute executive correspondence, reports, presentations, meeting materials, and other confidential communications.
• Serve as a trusted point of contact for internal and external stakeholders, exercising professionalism, discretion, and sound judgment.

Executive Office Administration

• Coordinate the daily administrative operations of the Executive Office to ensure efficiency, organization, and responsiveness.
• Maintain confidential executive files, records, databases, and administrative documentation.
• Establish and maintain organized electronic and physical filing systems that promote accessibility, consistency, and confidentiality.
• Monitor executive inboxes and correspondence as assigned, ensuring timely responses and appropriate follow-up.
• Assist in preparing reports, presentations, briefing materials, and executive meeting packets.

Meeting & Event Coordination

• Coordinate logistics for executive meetings, leadership meetings, organizational events, and special initiatives.
• Prepare meeting agendas, presentation materials, attendance tracking, and meeting logistics.
• Coordinate meeting spaces, technology, catering, visitor access, and related logistics to ensure a seamless meeting experience.
• Support organization-wide events and Executive Office initiatives requiring administrative coordination.

Administrative Coordination

• Serve as a liaison between the Executive Office and departments across Greenwich House to facilitate effective communication and timely follow-up.
• Coordinate administrative requests across executive leadership while ensuring priorities are appropriately managed.
• Track administrative deadlines, recurring activities, and Executive Office deliverables.
• Support onboarding logistics, executive scheduling requests, and other administrative initiatives as assigned.

Office & Information Management

• Maintain accurate executive records, contact databases, distribution lists, and organizational documentation.
• Assist with document management, version control, and maintaining institutional records.
• Ensure confidentiality and integrity of all Executive Office information and documentation.

What You’ll Bring

• Bachelor's degree or equivalent combination of education and experience.
• Three (3) to Five (5) years of progressively responsible executive administrative support experience, preferably supporting C-suite executives in a nonprofit, healthcare, education, or similarly complex organization.
• Demonstrated ability to manage multiple executives, competing priorities, and confidential information with professionalism and discretion.
• Exceptional organizational, time management, and prioritization skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, Zoom, and other business productivity platforms.
• Ability to anticipate needs, exercise sound judgment, and work independently in a fast-paced environment.

Employment Details

• Department: Greenwich House Central Administration
• Location: 623 Broadway, New York NY, 10012 (Onsite)
• Schedule: 35 hours/week, Monday - Friday, 9:00 AM - 5:00 PM
• FLSA Classification: Exempt
• Employment Type: Full-Time
• Reports To: Chief Executive Officer; Chief Financial & Operations Officer
• Union Representation: Non-Union

Salary Range

The anticipated base salary for this position is between $,60,000 - 70,000 annually. This range reflects the anticipated compensation at the time of this posting and may be adjusted based on experience, education, and organizational needs.

Benefits

Greenwich House is committed to supporting the well-being of our employees as a key part of delivering a strong overall workplace experience. Full time employees are eligible for various benefits, including medical/dental/vision insurance, 403(b) plan, generous paid time off, and other benefits in accordance with applicable plan documents. Employees also enjoy exclusive perks and discounts for Greenwich House programs and services, including classes, lessons, and events. Benefits for Union represented employees will be in accordance with the applicable collective bargaining agreement.

**Equal Employment Opportunity & Accessibility **

Greenwich House is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. We are committed to providing reasonable accommodations to qualified individuals with disabilities to ensure they can successfully perform the essential functions of their roles. If you require assistance or accommodations during the application or interview process, please contact the Human Resources Department.