Executive Assistant to CEO

LIGHTHOUSE GUILD INTERNATIONAL, INC; New York (NY); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Competitive salary

Upper West Side location

Job summary

Lighthouse Guild International, Inc seeks an experienced Executive Assistant to provide high-level administrative and operational support to the President & CEO. The role is hands-on, ensuring schedules, communications, travel, and priorities are managed efficiently and accessibly.

The ideal candidate will have 3–5 years supporting a senior executive, strong technical skills with Apple products, Zoom, Teams, and MS 365, and a proven ability to organize complex tasks with discretion.

Qualifications

• Minimum of 3-5 years' experience supporting a senior executive.
• Strong technical skills using Apple products, Zoom, Microsoft Teams, and Microsoft 365, or demonstrated ability to learn quickly.
• Excellent organizational and time-management skills with strong follow-through.
• Strong written and verbal communication skills and attention to detail.
• High level of discretion in handling confidential information.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience in nonprofit, healthcare, education, or human services settings preferred.
• Comfort working in an office environment where service animals are present.

Responsibilities

• Manage and maintain the CEO's and Board Chair's calendar, appointments, and meeting logistics.
• Coordinate travel arrangements, itineraries, and related follow-ups.
• Track action items, deadlines, and commitments to ensure timely completion.
• Prepare briefing materials, agendas, and background information for meetings and events.
• Maintain organized records, files, and correspondence for efficient access and follow-up.
• Draft, edit, and format correspondence, reports, presentations, and meeting materials.
• Coordinate scheduling and communication with board members, senior staff, donors, and external partners.
• Prepare meeting agendas, minutes, and supporting materials.

Skills

Executive support

Apple products

Zoom

Microsoft Teams

Microsoft 365

Communication skills

Discretion

Time management

Nonprofit experience

Accessibility awareness

Tools

Apple devices

Zoom

Microsoft Teams

Microsoft 365

Job description

Lighthouse Guild
250 W 64th St
New York, NY 10023, USA

Description

Lighthouse Guild is a leading nonprofit whose mission is to provide exceptional services that inspire people who are visually impaired to attain their goals. With Lighthouse Guild, people who are at risk for, or affected by, vision loss have access to all the resources necessary to lead full, independent and productive lives. We provide services, research and education, and advocate to help people with low vision and blindness. Our vision is a world in which no person is limited by their visual capacity.

Lighthouse Guild seeks an experienced Executive Assistant to provide high-level administrative and operational support to the President & CEO. This role is hands-on and execution-focused, ensuring that schedules, communications, travel, and follow-through on priorities are managed efficiently and accessibly.

The Executive Assistant will support a CEO who uses screen-reader and accessibility tools (e.g., Apple VoiceOver, JAWS, and related technology). Direct expertise with specific tools for the visually-impaired is not required; however, strong technical proficiency with Apple products, Zoom, Microsoft Teams, and related platforms—and the ability to learn apps quickly is preferred. The successful candidate is comfortable ensuring materials, communications, and logistics are structured and delivered in ways that are usable, organized, and efficient.

This position requires sound judgment, discretion, and strong follow-through across a wide range of day-to-day executive tasks, including scheduling, travel coordination, preparation of materials, and tracking action items.

QUALIFICATIONS

• Minimum of 3-5 years' experience supporting a senior executive.
• Strong technical skills using Apple products, Zoom, Microsoft Teams, and Microsoft 365, or demonstrated ability to learn quickly.
• Excellent organizational and time-management skills with strong follow-through.
• Strong written and verbal communication skills and attention to detail.
• High level of discretion in handling confidential information.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience in nonprofit, healthcare, education, or human services settings preferred.
• Comfort working in an office environment where service animals are present.

CORE RESPONSIBILITIES

Executive Support & Coordination

• Manage and maintain the CEO's and Board Chair's calendar, appointments, and meeting logistics.
• Coordinate travel arrangements, itineraries, and related follow-ups.
• Track action items, deadlines, and commitments to ensure timely completion.
• Prepare briefing materials, agendas, and background information for meetings and events.
• Maintain organized records, files, and correspondence for efficient access and follow-up.

Communications & Documentation

• Draft, edit, and format correspondence, reports, presentations, and meeting materials.
• Coordinate scheduling and communication with board members, senior staff, donors, and external partners.
• Prepare meeting agendas, minutes, and supporting materials.
• Ensure expense reports and meeting agendas are prepared and submitted in a timely manner.

Accessibility-Aware Administrative Support

• Ensure documents, presentations, and communications are formatted and organized for efficient use with screen-reader and accessibility tools.
• Coordinate meeting logistics and presentations with alternative -text and audio descriptions to support accessible participation by visually-impaired audiences.
• Work with internal teams to maintain accessible workflows and document practices.

Travel & Mobility Support

• During CEO travel or external meetings, provide limited sighted-guide assistance and support with orientation and mobility as needed.
• Coordinate logistics to ensure efficient navigation of venues, transportation, and meeting locations with the ability to act occasionally as a sighted-guide.

General Administrative Functions

• Handle confidential information with discretion and professionalism.
• Support preparation of reports, presentations, and internal materials.
• Maintain positive working relationships with board members, staff, and external stakeholders.
• Perform other related duties as assigned.

KEY ATTRIBUTES

• Highly organized and detail-oriented.
• Reliable and responsive with strong follow-through.
• Comfortable working in a fast-paced executive office.
• Technologically capable and adaptable.

Professional, discreet, and service-oriented. From time to time will provide sighted-guide assistance to clients, visitors and the CEO when travelling.

WORK ENVIRONMENT

• This position is primarily on-site in a professional office environment with some travel from time to time. The role interacts regularly with board members, staff, donors, clients, and community partners.

We offer a very competitive salary and benefit package. Convenient Upper West Side location.

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.