Executive Assistant

Madison Approach Staffing Inc; City of Yonkers (NY); On-site; USD 81,000 - 99,000; Full time

Benefits offered by this job

Sign‑on bonus

Medical, dental and vision coverage

Paid vacation and sick leave

Pension plan and 403(b)

Job summary

Madison Approach Staffing Inc. is assisting a mission‑driven nonprofit in Yonkers, NY to recruit an Executive Assistant to the CEO for Development & Special Events Support.

This full‑time position partners with the President & CEO and senior leadership, serving as a visible, polished representative at board meetings, donor activities and special events. You will manage the CEO’s calendar, prepare confidential documents, coordinate fundraising tasks, and support development with CRM activities,

Qualifications

• Associate’s degree required; Bachelor’s preferred.
• 3–5 years of administrative experience supporting executives or teams.
• Poise and presence in public-facing settings, and comfort representing the organization at events.
• Excellent written communication, organization and attention to detail.
• Strong interpersonal skills and a flexible, “all hands on deck” attitude.
• Proficiency in Microsoft Office; Adobe Acrobat, Google Docs, Canva and social media platforms a plus.
• Enthusiasm for learning new systems (donor CRM experience a plus).

Responsibilities

• Manage the CEO’s calendar and screen calls.
• Prepare letters, contracts and other documents, many of them confidential.
• Communicate on the CEO’s behalf with board members, donors, staff and partners.
• Research, prioritize and follow up on incoming issues, and decide the right response or referral.
• Plan and run special projects, including annual staff events, groundbreakings and ribbon cuttings.
• Prepare for and attend quarterly board meetings: distribute materials in advance, take minutes and record resolutions.
• Provide detail-oriented project, filing and administrative support to senior leaders, including real estate and legal.
• Look for ways to create efficiencies and improve administrative processes.
• Manage the donor CRM: process gifts, produce reports and mailing lists, and prepare donor letters and thank‑you notes.
• Help plan and coordinate special events, including vendors and rentals, and staff them on-site.
• Prepare print materials for donor and external meetings.
• Track in‑kind gifts and volunteers in the CRM, coordinate pick‑ups and distribution, and connect volunteers with the right team.
• Support communications with basic graphic design, photography, social media and website updates.

Skills

Interpersonal skills

Public-facing poise

Organization

Communication

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Microsoft Office

Adobe Acrobat

Google Docs

Canva

PowerPoint

Social media platforms

Job description

Executive Assistant to the CEO – Development & Special Events Support

Job Location: Yonkers, NY

Hours/Schedule: Full-time, Monday–Friday; occasional evening events

Salary/Pay Rate: $90,000 per year

Job Type: Direct hire

Overview

A respected, mission-driven nonprofit is looking for a polished, energetic professional to serve as a trusted partner to its President & CEO and senior leadership team. This is not a behind-the-scenes-only assistant role. You will be a visible face of the organization at board meetings, donor activities and special events, and you will play a key part in its fundraising efforts.

If you thrive on variety, enjoy representing a mission you believe in, and bring sound judgment and discretion, this role offers direct exposure to executive leadership, organizational strategy and a close-knit team. Experience supporting a team (marketing, sales, development, events, real estate) is as valuable as traditional executive support experience.

Responsibilities

Executive support

• Manage the CEO’s calendar and screen calls
• Prepare letters, contracts and other documents, many of them confidential
• Communicate on the CEO’s behalf with board members, donors, staff and partners
• Research, prioritize and follow up on incoming issues, and decide the right response or referral
• Plan and run special projects, including annual staff events, groundbreakings and ribbon cuttings

Board and leadership team support

• Prepare for and attend quarterly board meetings: distribute materials in advance, take minutes and record resolutions
• Provide detail-oriented project, filing and administrative support to senior leaders, including real estate and legal
• Look for ways to create efficiencies and improve administrative processes

Development and fundraising support

• Manage the donor CRM: process gifts, produce reports and mailing lists, and prepare donor letters and thank‑you notes
• Help plan and coordinate special events, including vendors and rentals, and staff them on-site
• Prepare print materials for donor and external meetings
• Track in‑kind gifts and volunteers in the CRM, coordinate pick‑ups and distribution, and connect volunteers with the right team
• Support communications with basic graphic design, photography, social media and website updates

Requirements

• Associate’s degree required; Bachelor’s preferred
• 3–5 years of administrative experience supporting executives or teams; backgrounds in events, development, marketing or sales are welcome
• Poise and presence in public‑facing settings, and comfort representing the organization at events across the five boroughs and Westchester, including some evenings
• Excellent written communication, organization and attention to detail
• Strong interpersonal skills and a flexible, “all hands on deck” attitude
• Proven discretion with confidential information
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); Adobe Acrobat, Google Docs, Canva and social media platforms a plus
• Enthusiasm for learning new systems (donor CRM experience a plus)

Benefits

• $1,000 sign‑on and retention bonus
• Medical, dental and vision after 30 days, with up to 85% paid by the employer
• Paid vacation, sick and personal time
• Pension plan and voluntary 403(b)