Executive Assistant

The Bronx; South San Francisco (CA); On-site; USD 85,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

403(b) retirement plan

Flexible Spending Accounts (FSA)

Life and AD&D insurance

Disability insurance

Employee Assistance Program (EAP)

Commuter benefits

Job summary

The Bronx is seeking an experienced Executive Assistant to provide high-level support to the Chief Financial Officer and Chief Human Resources Officer. You will manage complex calendars, coordinate agendas, and handle confidential communications with discretion.

In this role, you will prepare board packets, align cross‑functional meeting logistics, and help digitize workflows while fostering strong relationships across Finance, HR, and other teams.

Qualifications

• Bachelor’s degree in business or related field preferred.
• 3+ years of executive administrative support experience, preferably for C-suite.
• Experience supporting Finance or HR with confidentiality and cross-functional collaboration.
• Nonprofit experience preferred, especially in growth or change contexts.
• Excellent organizational, time management, and project coordination skills.
• Advanced proficiency with Microsoft Office suite, SharePoint, Teams, Zoom.
• Experience with platforms like UKG Ready, Sage, Adobe Sign or similar systems.
• Strong written and verbal communication abilities.
• Ability to build relationships and provide outstanding customer service.
• Ability to adapt in a dynamic environment with shifting priorities.
• Must meet state employment conditions (fingerprint, TB/health).

Responsibilities

• Provide high-level administrative support to the Chief Financial Officer and Chief Human Resources Officer while exercising sound judgment and confidentiality.
• Strategically manage executive calendars, scheduling priorities, and meeting logistics across departments.
• Manage executive email communications, prioritizing requests and timely follow-up.
• Prepare executives for meetings by coordinating agendas, organizing materials, documenting notes, and tracking actions.
• Represent leadership in informational meetings and coordinate follow-up activities.
• Prepare Board packets and coordinate logistics for Board meetings with the lead admin team.
• Coordinate onboarding/offboarding, invoicing, and other admin functions for Finance and HR.
• Serve as a liaison between Finance, HR, and other departments to facilitate communication.
• Support initiatives to improve admin processes and digitize workflows.
• Prepare, edit, and format confidential documents with accuracy and professionalism.
• Maintain executive files and ensure compliance with policies.
• Utilize Microsoft Office, SharePoint, Teams, Zoom, and other collaboration platforms.
• Build strong relationships and be a welcoming representative of leadership.
• Anticipate needs, identify solutions, and improve efficiency.
• Perform additional executive support duties as assigned.

Skills

Executive support

Calendar management

Communication

Confidentiality

Cross-functional collaboration

Project coordination

Customer service

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

SharePoint

Zoom

UKG Ready

Sage

Adobe Sign

AI productivity tools

Job description

Responsibilities

• Provide high-level administrative support to the Chief Financial Officer and Chief Human Resources Officer while exercising sound judgment, discretion, and confidentiality.
• Strategically manage complex executive calendars, scheduling priorities, and meeting logistics across multiple departments and stakeholders.
• Manage executive email communications, prioritizing requests and ensuring timely follow-up on critical matters.
• Prepare executives for meetings by coordinating agendas, organizing materials, documenting meeting notes, and tracking follow-up action items.
• Represent executive leadership during informational meetings by capturing discussion points and coordinating follow-up activities as appropriate.
• Prepare Board packets and supporting documentation while coordinating behind-the-scenes logistics for Board meetings in partnership with the organization's lead administrative team.
• Coordinate onboarding and offboarding activities, invoice processing, payment requests, and other administrative functions supporting Finance and Human Resources.
• Serve as a liaison between Finance, Human Resources, and other internal departments to facilitate communication and ensure projects move forward efficiently.
• Support organizational initiatives focused on improving administrative processes, implementing technology solutions, and transitioning manual workflows into more efficient digital systems.
• Prepare, edit, and format executive correspondence, reports, presentations, and confidential documents with exceptional accuracy and professionalism.
• Maintain and organize executive files, records, and confidential documentation while ensuring compliance with organizational policies.
• Utilize Microsoft Office, SharePoint, Microsoft Teams, Zoom, and other collaboration platforms to support executive productivity and organizational communication.
• Build strong working relationships throughout the organization while serving as a welcoming, approachable representative of executive leadership.
• Anticipate executive needs, proactively identify solutions, and continually seek opportunities to improve efficiency and administrative effectiveness.
• Perform additional executive support responsibilities as assigned.

Qualifications

• Bachelor’s degree in business, communications, journalism or related area preferred. Combination of relevant work experience and education may substitute the bachelor’s degree requirement.
• 3 or more years of progressively responsible executive administrative support experience, preferably supporting C-suite or senior executive leadership.
• Strong preference for candidates with experience supporting Finance, Human Resources, or other executive leadership functions requiring a high degree of confidentiality and cross-functional collaboration.
• Nonprofit experience is strongly preferred, particularly within organizations experiencing growth, organizational change, or complex funding environments.
• Exceptional organizational, time management, and project coordination skills, with the ability to manage multiple priorities simultaneously.
• Advanced proficiency with Microsoft Outlook, Word, Excel, Teams, SharePoint, and Zoom, including administrative-level functionality.
• Experience with platforms such as UKG Ready, Sage, Adobe Sign, AI productivity tools, or similar business systems is highly desirable.
• Outstanding written and verbal communication skills with the ability to prepare polished executive-level correspondence and presentations.
• Demonstrated ability to exercise sound judgment, maintain strict confidentiality, and handle highly sensitive information with professionalism and integrity.
• Proven ability to build collaborative relationships across departments while providing exceptional customer service and executive support.
• A naturally warm, approachable, and service-oriented communication style with high emotional intelligence and the ability to make employees, visitors, and stakeholders feel welcomed.
• Comfortable working in a dynamic environment where priorities shift quickly while maintaining composure, accuracy, and professionalism.
• Must meet all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical.

Compensation and Benefits

• In addition to a competitive salary in the range of $85,000 to $95,000 (commensurate with experience), this position offers medical, dental, and vision insurance;
• 403(b) Retirement Plan;
• Flexible Spending Accounts (FSA);
• Basic Life and Accidental Death & Dismemberment (AD&D) Insurance;
• Short- and Long-Term Disability Insurance;
• Employee Assistance Program (EAP); and
• Commuter Benefits.

Our client is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole. They strive to provide employees a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.

Must meet all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical.