Executive Assistant

Flatbush Cats; New York (NY); Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Employer-paid health insurance

HRA funded

FSA enrollment

401(k) with match

Transit/parking benefits

Paid time off

Paid holidays

Job summary

Flatbush Cats, a Brooklyn-based nonprofit, is seeking an Executive Assistant to provide high-level administrative support to the Executive Director. You’ll manage the calendar, coordinate with donors and partners, and help ensure the Executive Office runs smoothly.

This full-time, hybrid role is based in Brooklyn with four days in the office. You’ll organize meetings, track follow-ups, prepare materials, and handle confidential information with discretion.

Qualifications

• 4+ years of executive assistance or similar experience.
• Experience in nonprofit or fast-paced environments is a plus.
• Excellent written and verbal communication skills.

Responsibilities

• Manage the Executive Director’s calendar, meetings, and stakeholder coordination.
• Coordinate meetings with major donors, partners, and external stakeholders.
• Provide day-to-day administrative support and follow-ups.
• Anticipate needs and surface missing information.
• Handle confidential information with discretion.
• Support leadership and staff meetings, agendas, notes, follow-up.
• Coordinate staff-wide administrative updates and calendars.
• Support Board coordination and committee scheduling.
• Event coordination for staff, donors, partners, and community events.
• Build project plans and improve templates and workflows.
• Maintain documents and shared information across tools.
• Develop templates and workflows to improve efficiency.
• Use technology to improve efficiency and organize growth.

Skills

Executive support

Communication

Organization

Problem solving

Tools

Google Workspace

Notion

Job description

Flatbush Cats is a Brooklyn-based 501(c)(3) nonprofit working to reduce overcrowded animal shelters in New York City and prevent more cats from ending up on the street in the first place. What began as a grassroots rescue effort has grown into a citywide organization addressing the root causes through affordable veterinary care, access to spay/neuter services, and community outreach.

At the heart of our work is Flatbush Veterinary Clinic, a high-volume nonprofit clinic serving low-income pet owners, rescue organizations, and Trap-Neuter-Return (TNR) volunteers throughout Brooklyn. Each year, the clinic performs more than 7,500 spay/neuter surgeries—a number that continues to grow—while providing affordable wellness and dental care to thousands of pets.

By combining high-quality veterinary care with a commitment to accessibility, we're helping keep pets with their families while creating a city where more people and pets can receive the support they need.

What you’ll do:

The Executive Assistant provides high-level administrative support to Flatbush Cats’ Executive Director and helps ensure the Executive Office runs smoothly. You’ll manage the Executive Director’s calendar and scheduling, coordinate with donors, board members, and external partners, and provide the organization and follow-through needed around leadership meetings, events, and other Executive Office priorities.

This is a highly cross-functional role. You’ll work across teams to coordinate logistics, organize information, track follow-ups, and make sure the right people have what they need, partnering closely with functional leads across the organization.

The right person is curious and proactive: someone who seeks out answers rather than waiting for instructions, notices when something is missing, and comes back with a recommendation. You should be equally comfortable communicating professionally with a major donor, working conversationally with staff and community members, and navigating the behind-the-scenes details that keep a busy organization moving.

You’ll thrive in this role if you:

Have a bit of a detective streak. You’re good at tracking down answers, finding the right person, and connecting the dots.

Notice the loose end, the missing detail, or the thing no one followed up on—and take care of it.

Can ride the wave when priorities shift—quickly recalibrating, moving on, and keeping the important things on track.

Come back with “Here’s what I found and what I recommend,” not just “Here’s the problem.”

Like making things work better. You get satisfaction from bringing order to the details and making things run more smoothly behind the scenes.

Know when to jump in. You’re a great coordinator, connector, and teammate who knows how to be helpful without needing to own everything.

Work Schedule:

This is a full-time, hybrid position based in Brooklyn, New York, with four days per week in the office.

Employees may work from home for up to two additional days per month, with remote days coordinated in advance and based on organizational needs.

Flexibility is required, including occasional evening or weekend hours for offsite events and organizational activities, with advance scheduling whenever possible.

What you’ll get:

Compensation

The hiring range is $85,000-95,000 annually, based on experience, skills, and qualifications.

Comprehensive medical, dental, and vision insurance with 100% employer-paid premiums

Health Reimbursement Arrangement (HRA) fully funded to cover the plan deductible

Flexible Spending Account (FSA) with optional employee enrollment

401(k) retirement plan with employer match: 100% match on the first 3% of contributions, plus 50% match on contributions up to 5%

Transit and parking benefit: $60 monthly employer contribution

Paid time off

Paid holidays

Responsibilities:

Executive Support - 35%

Manage the Executive Director’s calendar, including scheduling, prioritizing meetings, resolving conflicts, and coordinating with internal and external stakeholders.

Coordinate meetings with major donors, partners, and other external stakeholders, including scheduling, preparation, and logistics as needed.

Provide day-to-day administrative support, including correspondence, document preparation, research, and tracking key commitments and follow-ups.

Anticipate needs, surface missing information or potential conflicts, and proactively help keep priorities moving.

Handle sensitive and confidential information with discretion and sound judgment.

Leadership & Staff Coordination - 35%

Support leadership and staff-wide meetings, including agendas, scheduling, materials, notes, and follow-up as needed.

Coordinate staff-wide administrative updates and help ensure relevant information from leadership reaches the right people.

Maintain key organizational calendars to provide visibility into important meetings, deadlines, events, and milestones.

Coordinate cross-functional needs involving the Executive Director, working closely with the Director of Infrastructure and other functional leads to keep stakeholders aligned and ensure clear ownership and follow-through.

Support the Executive Director with Board coordination, including Board and committee scheduling, meeting logistics, materials, and follow-up.

Event Coordination - 10%

Coordinate logistics for staff, volunteer, donor, partner, and community events in partnership with the appropriate internal teams.

Manage event details such as invitations, RSVPs, scheduling, vendors, materials, and other logistics as needed.

Create timelines, checklists, run-of-show documents, and other tools to keep events organized and stakeholders aligned.

Provide day-of coordination and support as needed to ensure events run smoothly.

Systems & Special Projects - 20%

Support special projects and organizational priorities on behalf of the Executive Director and leadership team, ranging from research and planning to coordination, implementation, and follow-up.

Take ownership of time-bound or emerging projects that require cross-functional coordination, organization, and attention to detail.

Build simple project plans, timelines, trackers, and documentation to keep projects moving and stakeholders aligned.

Maintain organized documents, trackers, administrative resources, and shared information across Google Workspace, Notion, and other organizational tools.

Develop and improve templates, workflows, and systems that make recurring administrative work more organized and reliable.

Use technology thoughtfully to improve efficiency and help the organization stay organized as it grows.

Qualifications:

4+ years of experience in executive assistance, administrative coordination, project or event coordination, or another fast-paced, highly organized role. Experience in a nonprofit, startup, small business, or similarly hands-on environment is a plus.

Highly resourceful and solutions-oriented, with the judgment to independently find answers, recommend next steps, and know when to elevate.

Exceptional organizational skills, attention to detail, and follow-through, with the ability to manage multiple priorities and stakeholders.

Excellent written and verbal communication skills, with the ability to build strong relationships and adapt your style across donors, Board members, external partners, staff, volunteers, and community members.

Strong judgment and discretion, particularly when handling confidential information or communicating on behalf of senior leadership.

Tech-savvy and quick to learn new tools. Strong proficiency with Google Workspace is required; experience with Notion is strongly preferred.

Comfortable working in a fast-moving environment, adapting to changing priorities and unexpected requests while keeping details and follow-through on track.

Hi friend!

Thanks for your interest in working with Flatbush Cats.