Executive Assistant

Careers In Nonprofits; New York (NY); Hybrid; USD 32,000 - 36,000; Full time

Job summary

Careers In Nonprofits on the Upper West Side of Manhattan seeks an Executive Assistant to support the Executive Director. This temporary-to-permanent role starts at ~21 hours per week, three days, with one day in person and the rest remote, in a Classical Music Education nonprofit.

The ideal candidate has senior-level admin experience, strong scheduling, discretion with confidential information, and basic Excel.

Qualifications

• Executive assistant with senior-level administrative support experience.
• Strong scheduling, communication, and writing skills.
• Proactive and capable of managing competing priorities.
• Experience with donor communications is preferred.

Responsibilities

• Provide executive support including scheduling and correspondence for the ED.
• Coordinate board meetings and records; track follow-ups.
• Assist with donor communications and donor relations.
• Support office relocation and construction project admin.
• Draft and proofread sensitive communications with discretion.

Skills

Scheduling

Board logistics

Donor communications

Discretion

Tools

Excel

Job description

Do you have previous experience providing executive or senior-level administrative support?

Are you proactive, highly organized, and comfortable managing schedules, Board-related priorities, and confidential information?

We are currently in search of an Executive Assistant for a Classical Music Education Nonprofit. The position is based on the Upper West Side of Manhattan. This is a temporary-to-permanent position starting at approximately 21 hours per week, with the opportunity to gradually transition into a full-time schedule.

ORGANIZATION TYPE: Classical Music Education Nonprofit

LOCATION: Upper West Side, Manhattan

POSITION TITLE: Executive Assistant

SCHEDULE: Starting at approximately 21 hours/week, 3 days per week; 1 day in person and remaining days remote. Schedule and days can be flexible and developed around the Executive’s needs.

DURATION: Temporary-to-Permanent

HOURLY RATE: $23.00 – $26.00

Is This Your Dream Job? This role is ideal for a proactive Executive Assistant who enjoys working closely with senior leadership and helping bring structure to a growing organization. The Executive Assistant will provide direct support to the Executive, manage complex scheduling, coordinate Board and committee logistics, assist with donor correspondence, and support administrative work related to construction and office relocation projects. The ideal candidate is organized, analytical, resourceful, an excellent communicator, and comfortable handling sensitive information with discretion.

Our Ideal Candidate:

• Previous Executive Assistant or senior-level administrative support experience
• Strong organization, scheduling, communication, and writing skills
• Proactive, resourceful, and comfortable managing competing priorities
• Strong discretion and ability to handle confidential information
• Basic Excel and data organization skills
• Experience with major donors or donor communications strongly preferred
• Nonprofit or arts experience preferred
• Analytical mindset and ability to work independently

How You Will Spend Your Day:

Executive Support

• Provide administrative support to the ED, including scheduling, correspondence, and project coordination.
• Provide strategic support to the ED and others to help define priorities, monitor progress, and advance strategic goals.
• Assist with, and serve as a catalyst for, special projects such as design and construction initiatives, campaign-related projects, office relocation, and team-building efforts.
• Liaise between the ED and other senior staff, consultants, vendors, and stakeholders, as needed.
• Assist with special events as needed.
• Draft, proofread, and manage correspondence on behalf of the ED, including donor communications, with close attention to tone, accuracy, and timeliness.
• Assist with budget planning and expense reconciliation.

Board Support (interim)

• Prepare and distribute meeting materials, coordinate logistics, record minutes, and maintain Board records.
• Support Board committee meetings, including scheduling, preparing materials, maintaining records, and tracking follow-up items.
• Attend and help organize board-related events.
• Maintain confidentiality and professionalism in all communications and recordkeeping.
• Maintain current Board member contact information, terms, and committee assignments.
• Coordinate Board member participation in organization’s concerts and events, visits to camp, and fundraising galas.
• Support Board recruitment and onboarding, including preparing background materials for prospective members.

We’d love to hear from you.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.