Executive Assistant & Office Operations Coordinator

Second Day; New York (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

Lantern Community Services in New York, NY, is seeking an organized Executive Assistant to support our executive leadership and main office. The role prioritizes calendar management, proactive communication, and discreet handling of confidential information.

The ideal candidate brings 2–3 years of relevant experience, strong MS Office skills, and a professional demeanor. This full-time position involves office coordination and occasional travel across New York City.

Qualifications

• Associate degree from an accredited institution required; Bachelor's degree preferred.
• 2 to 3 years of experience as an Executive Assistant, Office Assistant, or in a relevant administrative support role.
• In-depth understanding of calendar management and executive coordination.
• Strong written and verbal communication and organizational skills.
• Highly computer literate with proficiency in email, Microsoft Office Suite including Word, Excel, and PowerPoint, and related business communication tools.
• Ability to organize a daily workload by priorities and meet deadlines in a fast-paced environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Demonstrated discretion and ability to handle confidential information with professionalism.
• Familiarity with office equipment and applications including electronic calendars and copy machines.

Responsibilities

• Manage and maintain executive calendars, schedule meetings, and coordinate appointments.
• Screen and direct incoming calls, emails, and visitors to the appropriate staff member.
• Prepare and edit correspondence, reports, memos, invoices, letters, and other documents.
• Accurately record and distribute minutes from meetings.
• Organize and coordinate meetings and events, including scheduling, logistics, and sending reminders.
• File and retrieve corporate records, documents, and reports in an organized manner.
• Handle basic bookkeeping tasks and assist with financial record keeping.
• Make travel arrangements for executive staff as needed.
• Read, analyze, and distribute incoming communications and correspondence.
• Utilize various software including word processing, spreadsheets, databases, and presentation tools.
• Serve as the liaison between Program staff and Finance staff to ensure procurement activities and required supporting documentation are processed in a timely manner.
• Assist with the procurement of program and office supply purchasing as needed.
• Develop and maintain purchasing and inventory tracking systems.
• Open, sort, and distribute incoming faxes, emails, and other correspondence.
• Perform other job-related functions as assigned.

Skills

Calendar management

Executive coordination

Written communication

Verbal communication

Microsoft Office

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Lantern Community Services in New York, NY, is seeking an organized Executive Assistant to support our executive leadership and main office. The role prioritizes calendar management, proactive communication, and discreet handling of confidential information.

The ideal candidate brings 2–3 years of relevant experience, strong MS Office skills, and a professional demeanor. This full-time position involves office coordination and occasional travel across New York City.