Executive Assistant to the CPO for Residential and Clinical Services

Heartshare; New York (NY); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Health insurance

403(B) retirement plans with employer

Paid vacation, sick, personal days

Employee discounts

Tuition assistance

Professional development opportunities

Job summary

HeartShare seeks an Executive Assistant to the Chief Program Officer in New York. The role provides high-level administrative support, manages the CPO's calendar, coordinates meetings and travel, and prepares executive documents with discretion and professionalism.

You will support DD leadership, staff, families, and external partners, maintaining confidentiality while delivering timely, accurate information and polished communications to ensure smooth operations.)

Qualifications

• Minimum 5 years of administrative support or executive support experience.
• Strong calendar management, organization, multitasking, and prioritization skills.
• Excellent written and verbal communication, discretion, and confidentiality.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint.

Responsibilities

• Manage the CPO's complex calendar, meetings, logistics, and prep time.
• Coordinate internal and external meetings, including agendas and materials.
• Prepare professional correspondence, reports, and executive documents.
• Screen and prioritize communications for the CPO with discretion.
• Coordinate travel arrangements and visitor logistics as needed.
• Maintain electronic and physical executive files with confidentiality.

Skills

Calendar management

Executive support

Communication

Meeting coordination

Office software

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office

SharePoint

Job description

The Executive Assistant to the Chief Program Officer (CPO), Developmental Disabilities Services, provides high-level executive administrative, scheduling, communication, coordination, and office management support to the Chief Program Officer. This position serves as a trusted administrative partner, ensuring the efficient operation of the Office of the Chief Program Officer while supporting divisional priorities and maintaining exceptional customer service, organization, and professionalism.

Primary Responsibilities And Essential Functions Of Position

Executive Administrative Support

• Manage the CPO's complex calendar by scheduling meetings, resolving conflicts, coordinating logistics, and ensuring adequate preparation time.
• Coordinate internal and external meetings, including agendas, meeting materials, presentations, briefing documents, and follow-up communications.
• Prepare professional correspondence, reports, presentations, memoranda, and other executive documents.
• Screen, prioritize, and coordinate communications on behalf of the CPO, exercising discretion and sound judgment.
• Anticipate the administrative needs of the CPO by proactively preparing materials, coordinating logistics, and ensuring readiness for meetings, site visits, and executive engagements.
• Track administrative action items, deadlines, and follow-up activities resulting from executive meetings and ensure timely completion.
• Coordinate travel arrangements, visitor logistics, and executive events as needed.
• Maintain organized electronic and physical executive files and records.
• Exercise the highest level of confidentiality when handling sensitive personnel, operational, financial, compliance, and executive information.
• Exercise discretion, sound judgment, and confidentiality in handling sensitive information.
• Support timely communication and follow-up with DD leadership, agency leadership, programs, families, partners, and external stakeholders.

Executive Office Coordination

• Serve as the primary administrative point of contact for the Office of the Chief Program Officer.
• Coordinate recurring leadership meetings, executive meetings, site visits, and divisional events.
• Support communication between the CPO, Vice Presidents, Directors, program leadership, administrative departments, and external stakeholders.
• Coordinate meeting logistics, room reservations, technology needs, catering, visitor accommodations, and related administrative support.
• Organize and track information requested from program leadership and administrative departments to ensure timely completion.
• Maintain executive office calendars, contact lists, shared resources, and administrative tracking tools.
• Support onboarding activities for new executive leadership and administrative staff as assigned.

Department Operations & Administrative Support

• Support the day-to-day administrative operations of the Developmental Disabilities executive office.
• Coordinate departmental office supplies, equipment, records management, and administrative resources.
• Maintain departmental files, directories, organizational charts, SharePoint resources, and document repositories.
• Coordinate mail, overnight deliveries, courier services, and other office support functions.
• Oversee maintenance and servicing of office equipment.
• Coordinate refreshments and logistics for meetings, conferences, and special events.
• Assist executive and senior administrative staff with administrative support as assigned.

Financial & Administrative Coordination

• Reconcile corporate credit card transactions and prepare required supporting documentation for Fiscal.
• Maintain departmental purchasing records, including Amazon Business and EZ Pass accounts.
• Manage departmental petty cash in accordance with agency policy.
• Prepare and distribute departmental overtime reports.
• Coordinate vehicle-related administrative functions, including traffic violations and required documentation.
• Prepare rent payment letters and secure required approvals.
• Maintain administrative records related to courier accounts, transportation services, and other departmental administrative functions.
• Process Human Rights Council packets and related documentation.
• Assist with other administrative reporting and tracking responsibilities as assigned.

Professional Standards

• Demonstrate professionalism, integrity, and sound judgment in all interactions.
• Maintain strict confidentiality regarding personnel, program, operational, financial, and executive information.
• Build and maintain positive working relationships with leadership, staff, individuals supported, families, community partners, and external stakeholders.
• Promote Heartshare's mission, vision, values, and commitment to person-centered services.
• Demonstrate flexibility and adaptability in responding to changing priorities.
• Perform additional duties and special assignments as requested by the Chief Program Officer.

Qualifications

Minimum Education: High school diploma or GED, Preferred: Bachelor's degree from four-year college or equivalent

Requirements

• Minimum 5 years of administrative support, office management, or executive support experience preferred.
• Experience supporting a senior executive or complex administrative department preferred.
• Strong calendar management, organization, multitasking, and prioritization skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Ability to prepare, format, organize, and track documents, reports, correspondence, presentations, and meeting materials.
• High level of confidentiality, discretion, professionalism, and judgment.
• Strong attention to detail and follow-through.
• Ability to work independently while maintaining collaborative relationships with leadership, program staff, agency departments, and external partners.
• Ability to manage competing priorities in a high-volume administrative environment.
• Flexibility, reliability, and strong work ethic.
• Ability to work onsite 5 days per week.

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• Rewarding work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee appreciation programs and events.
• Tuition assistance program.
• Professional development opportunities.
• Wellhub discount
• Verizon Wireless discount.
• BJs membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail].

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

#INDHP