Executive Office Strategist

Greenwich House Inc; New York (NY); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

403(b) plan

Paid time off

Job summary

Greenwich House is seeking a highly organized Executive Administrative Specialist to provide comprehensive administrative support to the Executive Office. This role serves as the operational backbone of executive administration, ensuring the Executive Leadership Team is supported through exceptional coordination, organization, and communication.

Working closely with the CEO, CFOO, CEAO and other leaders, you will manage complex calendars, prepare confidential materials, maintain records, and

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three to five years of progressively responsible executive administrative support experience, preferably for C-suite executives in a nonprofit or similarly complex organization.
• Demonstrated ability to manage multiple executives, competing priorities, and confidential information with professionalism and discretion.
• Exceptional organizational, time management, and prioritization skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong proficiency in Microsoft Office Suite, Google Workspace, Zoom, and other business productivity platforms.

Responsibilities

• Manage complex executive calendars, appointments, and scheduling for members of the Executive Leadership Team while proactively resolving scheduling conflicts and competing priorities.
• Prepare, proofread, and distribute executive correspondence, reports, presentations, meeting materials, and other confidential communications.
• Serve as a trusted point of contact for internal and external stakeholders, exercising professionalism, discretion, and sound judgment.
• Coordinate the daily administrative operations of the Executive Office to ensure efficiency, organization, and responsiveness.
• Maintain confidential executive files, records, databases, and administrative documentation.
• Establish and maintain organized electronic and physical filing systems that promote accessibility, consistency, and confidentiality.
• Monitor executive inboxes and correspondence as assigned, ensuring timely responses and appropriate follow-up.
• Assist in preparing reports, presentations, briefing materials, and executive meeting packets.
• Coordinate logistics for executive meetings, leadership meetings, organizational events, and special initiatives.
• Prepare meeting agendas, presentation materials, attendance tracking, and meeting logistics.
• Coordinate meeting spaces, technology, catering, visitor access, and related logistics to ensure a seamless meeting experience.

Skills

Executive support

Organizational skills

Time management

Discretion

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Zoom

Job description

Greenwich House is seeking a highly organized Executive Administrative Specialist to provide comprehensive administrative support to the Executive Office. This role serves as the operational backbone of executive administration, ensuring the Executive Leadership Team is supported through exceptional coordination, organization, and communication.

Working closely with the CEO, CFOO, CEAO and other leaders, you will manage complex calendars, prepare confidential materials, maintain records, and