Executive Assistant-EO500601

Institute for Community Living Inc.; New York, Northern (NY, KY); Hybrid; USD 87,000 - 88,000; Full time

Benefits offered by this job

Health benefits (Medical with HSA, etc

403(b) Retirement Savings Plan with 5%

Commuter benefits

Job summary

Institute for Community Living Inc. seeks an Executive Assistant to support C-Suite, manage calendars, travel, and confidential admin tasks in a fast-paced nonprofit office in New York.

The role requires at least 5 years of executive support and a degree (Associate's or Bachelor's), with benefits including health, 403(b), PTO, and commuter perks.

Qualifications

• Minimum of 5 years of experience providing administrative support to C-Level Executives and/or Boards of Directors, preferably within a nonprofit organization.
• Strong calendar management and prioritization skills for complex schedules.
• Excellent written and verbal communication with high discretion and confidentiality.

Responsibilities

• Manage complex calendars for C-Level Executives.
• Coordinate travel arrangements and internal/external events, including logistics and Zoom moderation.
• Draft, format, and distribute high-quality emails, letters, memos, and meeting agendas.

Skills

Calendar management

Executive support

Travel & events coordination

Education

Associate's degree

Bachelor's degree

Job description

ICL - Executive Office
125 Broad St
New York, NY 10004, USA

• Pay or shift range: $87,000 USD to $88,000 USD
  The estimated range is the budgeted amount for this position.

Description

Executive Assistant

Position Summary

Under the direction of the Senior Executive Assistant, the Executive Assistant serves as a trusted partner to executive leadership, ensuring the efficient and seamless operation of the Executive Office. This role provides high-level administrative support to C-Suite executives, facilitates cross-functional coordination, and serves as a key liaison among senior leadership, staff, and the Board of Directors. The ideal candidate is a highly organized, resourceful professional who thrives in a fast-paced environment and exercises sound judgment, discretion, and professionalism at all times.

Key Responsibilities

• Calendar Logistics:Manage complex, highly active calendars for C-Level Executives.
• Travel & Events:Coordinate comprehensive travel arrangements and internal/external events, including catering, transportation, and Zoom moderation.
• Project Execution:Manage confidential administrative tasks and drive special projects to successful completion under deadline pressure.
• Correspondence & Documentation:Draft, format, and distribute high-quality emails, letters, memos, presentations, and meeting agendas.
• Gatekeeping & Communication:Serve as a bridge for smooth, professional communication between C-Level staff, internal teams, and the Board of Directors.
• Governance Maintenance:Assist in maintaining official agency governance documents in both paper and electronic formats.
• Call Screening:Vet incoming calls to determine priority level while strictly protecting confidential company information.
• Financial Administration:Process invoices, check requests, and expense claims in compliance with company guidelines.
• HR Operations:Facilitate staff onboarding and offboarding by coordinating IT equipment setup and system access.
• Records & Compliance:Set up and manage electronic and paper filing systems to meet compliance requirements.
• Team Backup:Act as the operational backup for other Executive Assistants during absences and assist with reception coverage as needed.

Office Supervision:May supervise and train junior staff (receptionists, temps) to ensure coverage and smooth office operations. May be assigned other duties reasonably related to job responsibilities.

Board & Governance Support:Assist with meeting setup, drafting agendas, and maintaining agency governance documents. Assist with transcribing, editing, and finalizing Board meeting minutes. Communicate and distribute materials through the Board Effect Board Portal or other board communication platforms. Serve as a liaison between senior management and the Board of Directors.

Qualifications & Competencies

• Associate's degree required; Bachelor's degree preferred.
• Minimum of 5 years of experience providing administrative support to C-Level Executives and/or Boards of Directors, preferably within a nonprofit organization.
• Comprehensive Health Benefits:Medical with HSA, Dental, and Vision
• 403(b) Retirement Savings Planwith employer match
• Generous Paid Time Off:Vacation, personal, sick time, mental health days, and 12 paid holidays
• Employee Wellness Programs:Employee Assistance Program and mental health resources
• Learning & Development Opportunities:Educational leave, tuition assistance, training, and career development tracks
• Additional Perks:Commuter benefits, recognition programs, discount programs, flexible spending plans, and voluntary benefits including pet insurance, identity theft protection, and legal plans

Join a mission-driven organization where your expertise, professionalism, and commitment to excellence will make a meaningful impact every day.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.