Executive Assistant

Community Access Inc; New York (NY); On-site; USD 70,000 - 83,000; Full time

Job summary

Community Access in New York is seeking an Executive Assistant to support the Chief of Staff and Senior Management Team. This role ensures organized, confidential operations, manages priorities, communications, and deadlines with proactive problem-solving.

You will handle scheduling, special projects, reports, board materials, and routine office tasks while maintaining discretion and poise. A strong candidate will thrive in a mission-driven nonprofit environment and balance multiple tasks with

Qualifications

• Demonstrated commitment to Community Access's mission and values.
• Minimum of a high school diploma or equivalent (Bachelor’s degree preferred).
• At least five years of administrative experience in a nonprofit setting, required.
• Previous experience working in an executive assistant function, preferred.
• High level of interpersonal skills to handle sensitive and confidential situations.
• Able to interact and communicate with individuals at all levels of the organization.
• Excellent organizational skills, time management and planning skills.
• Demonstrated attention to detail in composing and proofing materials.
• Able to establish priorities and meet deadlines in a fast-paced environment, with demonstrated ability to juggle multiple competing tasks.
• Advanced analytical and innovative problem-solving abilities.
• Able to work independently and as part of a team.
• Notary Public certification preferred, or the ability to obtain certification within the first year is a plus.
• Proficiency in various computer programs, specifically Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Smartsheets.

Responsibilities

• Scheduling and calendar management for executives.
• Special projects; compiling reports and correspondence.
• Assistance with board activities and related materials.
• Administrative support and routine office tasks.
• Maintain tracking systems; ensure follow-through and escalation when needed.
• Exercise discretion to protect confidential information and maintain poise.

Skills

Notary Public certification

Microsoft Office Suite

Smartsheets

Organizational skills

Time management

Communication skills

Confidential information handling

Multitasking

Interpersonal skills

Diplomacy

Education

Bachelor's degree in related field

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Smartsheets

Job description

Salary Range: $70,000.00 To $83,000.00 Annually

Community Access was founded in 1974 to provide housing and support for people being discharged from psychiatric institutions. Today, we are one of the leading providers of supportive and affordable housing in New York City, and the originators of an integrated housing model which has become a best practice nationally: affordable housing where families live alongside people living with mental health concerns. Our staff work daily to support thousands of New Yorkers through supportive and affordable housing, peer-driven residential crisis support programs, training, advocacy, supported education, mobile treatment and other healing-focused services.

Program/Department Description

The Senior Management Team is responsible for establishing the strategic goals of Community Access in line with the mission and values of the organization and providing leadership to the various departments and programs to enable them to accomplish those goals. The Executive Assistant reports to the Chief of Staff and provides support to the other members of the Senior Management Team

Position Overview

The Executive Assistant plays a key role in ensuring the effective, organized, and accountable operations of the Executive Office. This position is responsible for proactively managing executive priorities, communications, meetings, deadlines, information, and follow-up. Specific responsibilities include scheduling; special projects; compiling reports; correspondence; assistance with board activities; administrative support, and routine office-related functions.

The Executive Assistant is expected to anticipate needs, identify and communicate issues proactively, maintain accurate tracking systems, produce high-quality and timely work products, and ensure that commitments, requests, and action items are appropriately documented, assigned, followed through, and escalated when necessary.

The Executive Assistant must exercise sound judgment, maintain confidentiality, and demonstrate exceptional organizational and communication skills. This position requires demonstrated poise, discretion, and diplomacy. It also requires a proactive, detail-oriented, and highly organized individual who can handle a wide range of administrative tasks and responsibilities.

Key Performance Indicators

• Meetings with materials and logistics are ready by agreed deadlines.
• Assigned follow-ups documented and distributed within two business days.
• Assigned administrative deliverables completed by agreed deadlines.
• Incoming requests and correspondence acknowledged, routed, or addressed within one business day.
• Keeps the CEO, Chief of Staff and other senior leadership informed of commitments, deadlines, and pending decisions.

Job Qualifications

• Have an understanding, appreciation, and commitment to the philosophy and mission of Community Access
• Minimum of a high school diploma or equivalent (GED) - Bachelor’s degree in related field, preferred
• At least five (5) years of administrative experience in a non-profit setting, required
• Previous experience working in an executive assistant function, preferred
• High level of interpersonal skills to handle sensitive and confidential situations
• Able to interact and communicate with individuals at all levels of the organization
• Excellent organizational skills, time management and planning skills
• Demonstrated attention to detail in composing and proofing materials
• Able to establish priorities and meet deadlines in a fast-paced environment, with demonstrated ability to juggle multiple competing tasks and demands
• Advanced analytical and innovative problem-solving abilities
• Able to work independently and as part of a team
• Notary Public certification preferred, or the ability to obtain certification within the first year is a plus
• Proficiency in various computer programs, specifically Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Smartsheets
• Creativity and flexibility
• Ability to maintain confidential information, as related to position.

Bilingual candidates are encouraged to apply.

Community Access is an Equal Opportunity Employer. M/F/D/V.

Women, People of Color and Members of the LGBT community are strongly encouraged to apply.

We are dedicated to a workforce where at least 51% of our employees identify as having a personal