Executive Assistant to the Chief Executive Officer and Chief Program Officer

Project Hospitality; New York (NY); On-site; USD 35,000 - 40,000; Full time

Job summary

Project Hospitality is seeking an Executive Assistant to support the CEO and Chief Program Officer from Staten Island. The role focuses on maintaining calendars, coordinating meetings, and handling routine correspondence with confidentiality and professionalism.

Responsibilities include organizing documents, preparing meeting materials, coordinating travel, and providing day-to-day administrative support to both executive offices.

Qualifications

• High school diploma or equivalent required; additional education preferred.
• 2–3 years of administrative or office support experience preferred.
• Strong organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to manage multiple scheduling requests and administrative tasks.

Responsibilities

• Maintain and coordinate CEO and CPO calendars; schedule meetings and send invitations.
• Prepare basic correspondence, documents, and meeting materials.
• Organize electronic and paper files; assist with copying and scanning.
• Take meeting notes and distribute follow-up materials when requested.
• Coordinate travel arrangements and provide general executive office support.

Skills

High school diploma

Administrative experience

Organizational skills

Time management

Professional communication

Microsoft Office

Google Workspace

Calendar management

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Email and calendar systems

Job description

Job Details: Job Location: Project Hospitality - Staten Island, NY 10302, Position Type: Full Time, Salary Range: $35,000.00 - $40,000.00 Salary/year, Job Shift: Day, Department: Executive Office / Programs

Reports To: Chief Executive Officer and Chief Program Officer

Employment Type: Full-Time

Location: Project Hospitality

Position Summary

The Executive Assistant provides administrative and clerical support to the Chief Executive Officer and Chief Program Officer. The position is responsible for maintaining calendars, coordinating meetings, managing routine correspondence, organizing documents, and providing day-to-day administrative assistance to both offices.

The successful candidate will be organized, dependable, professional, responsive, and able to maintain confidentiality when handling routine organizational and executive information.

Essential Responsibilities

Calendar & Scheduling

• Maintain and coordinate the calendars of the Chief Executive Officer and Chief Program Officer
• Schedule and coordinate internal and external meetings.
• Send meeting invitations, confirmations, and reminders.
• Help coordinate changes to schedules and appointments.
• Assist with scheduling conference calls and virtual meetings.

Administrative Support

• Provide general administrative support to the CEO and CPO.
• Prepare basic correspondence, documents, forms, and meeting materials.
• Organize and maintain electronic and paper files.
• Assist with copying, scanning, filing, and document organization.
• Monitor routine communications and ensure appropriate items are brought to the attention of the CEO or CPO.
• Assist with preparation of agendas and basic meeting materials.
• Maintain simple tracking lists and administrative records as requested.

Meeting & Office Support

• Coordinate logistics for meetings, including rooms, materials, and refreshments when needed.
• Take meeting notes when requested and distribute follow-up materials.
• Assist with scheduling leadership meetings and maintaining meeting calendars.
• Provide general administrative support for executive office activities and events.

Other Administrative Duties

• Assist with travel arrangements and basic scheduling logistics as needed.
• Provide administrative support for special assignments as directed by the CEO or CPO.
• Perform other related administrative duties as assigned.

Confidentiality

• Maintain confidentiality of information encountered through work with the Executive Office and Program Department.
• Exercise appropriate discretion when handling correspondence, calendars, personnel-related information, and other sensitive materials.
• Direct questions or sensitive matters to the appropriate executive rather than providing independent interpretation or guidance.

Qualifications

• High school diploma or equivalent required; additional education preferred.
• 2–3 years of administrative or office support experience preferred.
• Strong organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to manage multiple scheduling requests and administrative tasks.
• Proficiency with Microsoft Office, Google Workspace, email, and calendar systems.
• Ability to work professionally with staff, clients, community partners, and visitors.
• Dependable, punctual, detail-oriented, and responsive.
• Ability to maintain confidentiality.

Core Competencies

• Organization
• Reliability and follow-through
• Professionalism
• Attention to detail
• Communication
• Customer service
• Confidentiality
• Time management
• Teamwork
• Adaptability