Executive Assistant

Every Mother Counts; New York, Northern (NY, KY); Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Hybrid work schedule

In-office in Manhattan

Job summary

Every Mother Counts in New York, NY is seeking an Executive Assistant to support the Founder/President and help manage a fast-paced office. This role requires discretion, excellent communication, and a strong ability to coordinate complex schedules, travel, and events.

The position is full-time, exempt, with a hybrid working arrangement. The Executive Assistant will also support quarterly Board meetings, minute-taking, and maintain board materials while acting as a professional ambassador for

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior leadership.
• Strong interpersonal skills and the ability to interact effectively with a wide variety of stakeholders.
• High proficiency in Microsoft Office and related technologies.
• Technical savvy and ability to quickly learn and adapt to new tools, platforms, and systems.
• Experience with CRM systems; Salesforce preferred.
• Experience with project management tools; Monday preferred.
• Professionalism, discretion, and the ability to thrive in a fast-paced environment.
• Excellent interpersonal skills and relationship building.
• Genuine passion for EMC’s mission and values.

Responsibilities

• Executive Support to the Founder/President (50%).
• Manage high-volume calendar and time-critical matters; coordinate with stakeholders.
• Plan and coordinate travel itineraries, meetings, and conferences.
• Serve as a professional, welcoming representative of EMC.
• Develop agendas and briefing materials for meetings and site visits.
• Support high-priority projects and monitor deadlines.
• Board of Directors Support & Coordination (25%).
• Coordinate quarterly Board meetings: venues, invitations, tech, catering.
• Provide onsite timekeeping, tech support, and minute-taking.
• Maintain the Board portal and materials; track actions and follow-ups.
• Office Management & Administrative Support (25%).
• Greet guests, coordinate staff travel and events, schedule internal meetings.
• Maintain records and monitor office supplies and vendors.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Stakeholder management

Tools

Salesforce

Monday

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Full Time New York, NY, US

Salary Range: $85,000.00 To $95,000.00 Annually

ABOUT EVERY MOTHER COUNTS

Every Mother Counts (“EMC”) envisions a world where pregnancy and childbirth are positive, transformational experiences. A world where everyone can access quality maternity care that centers mothers, and no one suffers or dies of preventable complications. A world where every mother truly counts.

Every two minutes, a woman dies from complications of pregnancy and childbirth—that’s more than 800 preventable deaths every day around the world. Motivated by the intrinsic human right to maternal health, Every Mother Counts is dedicated to ensuring that all people, everywhere, experience a safe, respectful, and equitable journey through pregnancy, childbirth, and the postpartum period. We started by spotlighting stories told by those closest to the issue. Over time, these personal accounts have shone a spotlight on the global imperative to transform maternal health. Since 2010, EMC has invested tens of millions of dollars to advance system-wide change through the development of professional, dedicated, and compassionate providers in every setting who are focused on respectful care that centers mothers.

In addition to investments in community-led models of care, EMC is committed to diversifying the healthcare workforce and mobilizing for change through policy and advocacy efforts. Through collaboration with key policymakers, practitioners, and community members, the team identifies priority maternal health issues and advocates for change. EMC’s program and policy efforts are complemented by our compelling storytelling, which is at the core of the organization’s founding. For additional information on the organization and its impact click here .

Thank you for your interest in working with EMC!

THE OPPORTUNITY

Reporting to the Vice President of Operations, the Executive Assistant provides essential support to our Founder/President and plays a central role in ensuring smooth organizational operations. This position is ideal for a highly organized, proactive professional with sound judgment who excels in managing complex schedules, coordinating travel and events, and serving as a thoughtful and polished ambassador for the organization.

We are looking for a relationship ‑ driven individual who thrives in a dynamic environment and brings warmth, discretion, and sound judgment to every interaction. As the first point of contact for visitors and a key connective point across teams, you will help ensure the Founder/President is fully prepared for all engagements while supporting the daily rhythm of the office and exercising sound judgment in prioritizing competing demands aligned with organizational priorities.

At Every Mother Counts, each role reflects a shared set of competencies that define how we work and lead across the organization. These competencies support fairness, equity, and accountability by making expectations clear and consistent at every level. They describe both the outcomes we are responsible for and the ways we collaborate, communicate, and build trust as we work toward our mission.

This is a full-time, exempt, salaried position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Exercising sound independent judgment and discretion at all times, the Executive Assistant will perform the following essential duties and responsibilities:

Executive Support to the Founder/President (50%)

Manage Founder/President-involved business operations, including maintaining a complex, high-volume calendar; prioritize sensitive and time ‑ critical matters; ensure optimal use of the Founder/President’s time; and coordinate with stakeholders to align scheduling with organizational priorities and operations

Plan and coordinate comprehensive travel itineraries, meeting logistics, and conference schedules

Serve as a professional and welcoming representative of EMC in all interactions with internal and external stakeholders

Develop agendas, briefing materials, and run ‑ of ‑ show documents for meetings, events, and site visits

Support high ‑ priority projects as assigned

Monitor key deadlines, commitments, and follow-ups to ensure timely execution of priorities

Board of Directors Support & Coordination (25%)

Coordinate all logistics for quarterly Board meetings and committee meetings—including securing venues, managing invitations, arranging technology support, and coordinating catering

Provide onsite assistance during meetings, including timekeeping, technical troubleshooting, and detailed minute ‑ taking

Maintain and manage the Board portal, ensuring all materials, documents, meeting minutes, and resources are current, well-organized, and easily accessible to Board members

Prepare meeting folders, print materials, and ensure that all Board‑related documentation is organized and accessible

Serve as the primary logistical contact for Board members, assisting with scheduling, travel, and general inquiries

Track Board and committee action items and follow up with internal stakeholders to ensure timely execution and documentation

Office Management & Administrative Support (25%)

Greet and host guests warmly, maintain a professional and welcoming office environment

Assist with staff travel, event coordination, and all ‑ team meeting logistics

Schedule internal meetings, manage reminders, and arrange catering as needed

Maintain accurate, organized digital and physical records across the organization

Monitor office supplies, vendors, and general office needs to ensure smooth day‑to‑day operations

Other relevant duties, as assigned.

COMPETENCIES AND EXPECTATIONS

Mission Oriented: Translates the mission into team or project priorities and connects daily work to broader departmental goals

Relationship Building and Collaboration: Builds strong relationships across teams, promotes collaboration, and helps create a positive and inclusive work environment

Accountability: Manages timelines, resources, and deliverables and ensures clarity of roles and expectations for others

Communication: Provides clear direction and feedback, communicates progress and challenges to leadership, and ensures transparency within the team

Resilience and Adaptability: Guides the team or project through change, problem solves under pressure, and models steadiness during transitions

Solution Oriented: Diagnoses root causes and develops actionable solutions that improve efficiency and team performance

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

5+ years of experience as an Executive Assistant supporting senior leadership.

Strong interpersonal skills and the ability to interact effectively with a wide variety of stakeholders

High proficiency in Microsoft Office and related technologies

Technical savvy and ability to quickly learn and adapt to new tools, platforms, and systems

Experience with CRM systems; Salesforce preferred

Experience with project management tools; Monday preferred

Professionalism, discretion, and the ability to thrive in a fast ‑ paced environment

Excellent interpersonal skills (external-facing people + relationship building)

Genuine passion for EMC’s mission and values

ESSENTIAL PHYSICAL REQUIREMENTS

The physical requirements of the position include the following:

Extensive computer use, reading, writing, analysis, attention to detail, and ability to focus and execute job duties in a timely manner

Regular, punctual in‑person attendance at EMC’s office in accordance with EMC’s hybrid‑remote schedule

In the case of work conducted remotely, the position requires reasonable access to phone, email, and video conference and a dedicated place to work that is reasonably free from interruption.

ADDITIONAL DETAILS

EMC’s work policy is at least two days per week in its office (located in lower Manhattan) hybrid at-will. All EMC staff work in the office on Tuesdays and one additional day which is usually determined by the department. Staff are welcomed and encouraged to work from the office on additional days, as desired. As such, only candidates who can commit to working in office 2 days a week, at a minimum, will be considered for this role.

EQUITY AT EMC

EMC is an Equal Opportunity Employer.

EMC is committed to tackling issues affecting maternal health outcomes, which disproportionately impact Black, Indigenous, and People of Color (BIPOC) and people from other historically marginalized communities. Addressing longstanding disparities in maternal health requires us not only to center human rights, equity, and birth justice in our external-facing work but to also take intentional steps to realize these values internally. Given this commitment and the dynamics of the maternal health crisis, we encourage candidates from all backgrounds to apply.