Executive Assistant

Atrium; New York (NY); Hybrid; USD 80,000 - 120,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Atrium in New York is seeking an Executive Assistant to provide high-level administrative support to the CEO, manage complex calendars, travel, and special projects. You will interact with the executive team and board, draft communications, and coordinate cross-department initiatives in a hybrid office environment.

The role requires discretion, strong judgment, and 10+ years of C-suite support experience in a nonprofit setting, with proficiency in MS Office, Asana, and collaboration tools.

Qualifications

• Minimum 10 years supporting a C-level executive, with recent experience supporting a CEO.
• Experience working in a nonprofit environment.
• Board experience with engaging professionally with board members.
• Superior project management skills and ability to work independently in a fast-paced environment.

Responsibilities

• Serve as primary gatekeeper for internal and external constituencies; consult with CEO as needed.
• Manage a complex calendar of calls, videoconferences, and in-person meetings.
• Maintain CEO contacts and files using Outlook and SharePoint.
• Provide preparatory materials and keep the CEO informed of upcoming commitments.
• Track tasks and deliverables related to CEO meetings and follow-ups using Asana.
• Arrange frequent travel including transportation and lodging.
• Coordinate semiweekly executive team meetings, including agenda solicitation and material dissemination.
• Draft written and email correspondence on behalf of the CEO.
• Complete special projects including research, analysis, document formatting, and recommendations.
• Create PowerPoint presentations as needed.
• Prepare and monitor the annual department budget for the Office of the CEO.
• Initiate and execute contracts in Salesforce; coordinate payments to consultants and vendors.
• Provide operational and logistical support for executive team activities.
• Organize materials for executive team discussions and follow up on action items.
• Coordinate across departments for effective communication on executive-level initiatives.
• Identify ways to streamline operations for improved productivity and reduced duplication.
• Support diversity practices by sourcing women/minority-owned vendors when possible.
• Perform other related duties as assigned.

Skills

Executive support

Calendar management

Project management

Board coordination

Communication

Microsoft Office

Asana

Zoom

SharePoint

Team collaboration

Education

Bachelor’s degree

Tools

Microsoft Teams

Outlook

Word

PowerPoint

Excel

SharePoint

Asana

Salesforce

Concur

Copilot

Job description

Onsite/Remote:

New York, New York, Hybrid Model

Description of Company:

A respected nonprofit community development financial institution focused on creating equitable opportunities. The organization mobilizes capital to support underserved communities through affordable housing, education, and health initiatives. Known for its commitment to social impact and collaborative culture.

Salary/Hourly Rate:

80,000-120,000

Position Overview:

Seeking an Executive Assistant to provide high-level administrative support to the CEO and facilitate smooth operations within the Office of the CEO. This role manages complex schedules, communications, travel, and special projects while supporting executive team activities and board interactions. The ideal candidate will demonstrate professionalism, discretion, and strong judgment to reflect the CEO’s office effectively.

Responsibilities:

• Serve as the primary gatekeeper for internal and external constituencies, consulting with the CEO as needed
• Manage a complex calendar of calls, videoconferences, and in-person meetings
• Maintain CEO contacts and files using Outlook and SharePoint
• Provide preparatory materials and keep the CEO informed of upcoming commitments
• Track tasks and deliverables related to CEO meetings and follow-ups using Asana
• Arrange frequent travel including transportation and lodging
• Coordinate semiweekly executive team meetings, including agenda solicitation and material dissemination
• Draft written and email correspondence on behalf of the CEO
• Complete special projects including research, analysis, document formatting, and recommendations
• Create PowerPoint presentations as needed
• Prepare and monitor the annual department budget for the Office of the CEO
• Initiate and execute contracts in Salesforce; coordinate payments to consultants and vendors
• Provide operational and logistical support for executive team activities
• Organize materials for executive team discussions and follow up on action items
• Coordinate across departments for effective communication on executive-level initiatives
• Identify ways to streamline operations for improved productivity and reduced duplication
• Support diversity practices by sourcing women/minority-owned vendors when possible
• Perform other related duties as assigned

Required Experience/Skills:

• Minimum 10 years supporting a C-level executive, with recent experience supporting a CEO
• Experience working in a nonprofit environment
• Board experience with the ability to engage professionally with board members
• Superior project management skills and ability to work independently in a fast-paced environment
• Strong interpersonal skills with good judgement and cultural fit
• Advanced proficiency in Microsoft Teams, Outlook, Word, PowerPoint; proficiency in Excel, Asana, Zoom; familiarity with Salesforce and Concur
• Experience with AI tools, primarily MS Copilot
• Strong written and verbal communication skills

Preferred Experience/Skills:

• Ability to handle complex logistical arrangements and multitask effectively
• Experience coordinating executive-level meetings and managing confidential information

Education Requirements:

• Bachelor’s degree or equivalent experience required