Executive Assistant to the Chief Executive Officer and Chief Program Officer

Project Hospitality Inc; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Project Hospitality Inc. seeks an Executive Assistant to support the Chief Executive Officer and Chief Program Officer. You will manage calendars, coordinate meetings, prepare documents, and handle routine correspondence with discretion.

This role requires professional communication, confidentiality, and strong organizational skills to keep the executive offices running smoothly. You will arrange travel, track agendas, and assist with special projects as needed.

Qualifications

• High school diploma or equivalent required.
• 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.

Responsibilities

• Maintain and coordinate CEO and CPO calendars.
• Schedule and coordinate internal and external meetings.
• Prepare basic correspondence, documents, forms, and meeting materials.
• Organize and maintain electronic and paper files.
• Coordinate logistics for meetings, including rooms and refreshments when needed.
• Take meeting notes and distribute follow-up materials.
• Provide general administrative support for executive office activities and events.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Reliability

Microsoft Office

Google Workspace

Calendar management

Education

High school diploma

Additional education preferred

Tools

Microsoft Office

Google Workspace

Calendar software

Job description

Department: Executive Office / ProgramsReports To: Chief Executive Officer and Chief Program OfficerEmployment Type: Full-TimeLocation: Project HospitalityPosition SummaryThe 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 ResponsibilitiesCalendar & SchedulingMaintain and coordinate the calendars of the Chief Executive Officer and Chief Program OfficerSchedule 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 SupportProvide 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 SupportCoordinate 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 DutiesAssist 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.ConfidentialityMaintain 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.QualificationsHigh 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 CompetenciesOrganizationReliability and follow-throughProfessionalismAttention to detailCommunicationCustomer serviceConfidentialityTime managementTeamworkAdaptability