External Relations Administrative Assistant

City-Harves; New York (NY); On-site; USD 43,000 - 58,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

403(b) retirement plan with employer‑匹

Employer-provided life insurance

Generous time off

Discounted staff perks

Free mental health services

Job summary

City Harvest is seeking an External Relations Administrative Assistant in Brooklyn, NY. This role provides calendar management for the Chief External Relations Officer, oversees expense reporting, coordinates meetings, and liaises with HR, IT, and Finance to ensure smooth operations.

The position supports donor communications, event coordination, and onboarding. It offers a comprehensive benefits package and growth opportunities within a mission-driven nonprofit environment.

Qualifications

• Related experience supporting a department or organization.
• Ability to think creatively, problem-solve and manage multiple projects with competing deadlines and priorities.
• Strong time management and effective communication skills (written and oral).
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent interpersonal skills and relationship builder eager to work collaboratively with stakeholders across our organization.
• Knowledge of Raiser’s Edge is a plus.
• Knowledge of and familiarity with Development and Marketing within the non-profit sector is a plus.

Responsibilities

• Provide administrative support for Chief External Relations Officer, including calendar management.
• Prepare expense reports, budget coordination, and invoice submission and approval.
• Schedule, create agendas, and support room and tech setup for monthly External Relations Team Meetings and other meetings.
• Support onboarding process by coordinating trainings and maintaining onboarding materials.
• Collect, review, and share cross-departmental activity for weekly updates.
• Liaise with HR, IT, and Finance; escalate ongoing issues as necessary.
• CERO staffing at events; donor correspondence and record keeping in Raisers Edge.
• Coordinate office functions and staff events; manage donor communications.
• Create hand-written thank you notes for donors and conduct thank you calls.
• Support Raisers Edge data inputs and creation of lists for mass uploads.
• Print and mail newsletters and seasonal updates.
• Track and manage all returned mail.
• Support donor communications and prospect research projects.
• Follow up calls and outreach for City Harvest’s special events.
• Support ticket sales strategy for special events and manage RSVPs.

Skills

Time management

Communication skills

MS Office

Interpersonal skills

Raiser’s Edge

Non-profit development/marketing

Related experience

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

External Relations Administrative Assistant

External Relations Full Time Professional Brooklyn, NY, US

Salary: $50,000.00 Annually

WHO WE ARE:

City Harvest is New York’s first and largest food rescue organization and a fast-paced, high-performing nonprofit dedicated to helping feed millions of New Yorkers who struggle to put meals on their tables. During our more than 40 years serving New Yorkers in need, we have rescued more than one billion pounds of fresh, nutritious food and delivered it free of charge to hundreds of food pantries, soup kitchens, community partners, and our own Mobile Markets across the five boroughs. This year, we will rescue and distribute more than 100 million pounds of nutritious food to our neighbors in need. City Harvest works alongside our community partners to boost community capacity, expand nutrition education, and strengthen local food systems. Since our founding in 1982, City Harvest has always been there to feed our city one day, one meal, and one New Yorker at a time while fostering a culture of collaboration, innovation, accountability, and excellence to maximize our impact across New York City.

At City Harvest, we offer more than a job; we offer a mission-driven career. In addition to contributing to our fight against food insecurity in New York, we provide a competitive salary, comprehensive benefits (including medical, dental, and vision coverage), employer contributions towards premiums, employer-provided life insurance, and a 403(b)-retirement savings plan with matching contributions. Our staff enjoys discounted perks (movie tickets, gym memberships, cellular plans, etc.), generous time-off policies, and ample professional development opportunities.

JOB OVERVIEW:

Provide support for the External Relations department by overseeing calendar management and expense reporting for the Chief External Relations Officer, organization of department meetings, and liaising with other internal departments. The External Relations Administrative Assistant will report to the Chief External Relations Officer. This is a great opportunity for a driven, disciplined individual with an interest in the nonprofit world and fighting hunger in New York City.

WHAT A TYPICAL DAY MIGHT LOOK LIKE:

• Provide administrative support for Chief External Relations Officer, including but not limited to calendar management
• Provide the department and the CERO with finance support. Including but not limited to preparing expense reports, budget coordination for the External Relations Management team, and invoice submission and approval.
• Schedule, create agendas, and support room and tech set up for monthly External Relations Team Meetings, monthly Development Team Meetings, and bi-weekly Directors Meetings.
• Support the onboarding process by coordinating trainings/intros and maintaining up-to-date onboarding materials.
• Collect, review, and share cross-departmental activity for weekly organization-wide updates.
• Liaise with HR, IT, and Finance, including escalating ongoing issues as necessary
• CERO staffing at events; follow up with donor correspondence and record keeping in Raiser’s Edge.
• Help coordinate various office functions, such as External Relations staff events or all-staff events
• Create hand-written thank you notes for donors and conduct thank you calls
• Support Raisers’ Edge action inputs and creation of lists for mass upload (i.e. holiday cards)
• Print and stuff mailings, such as newsletters, seasonal updates and evergreen solicitations
• Track and manage all returned mail
• Support donor communications, prospect research projects, and work with external partners
• Conducts follow up calls and other outreach for City Harvest’s special events
• Provide support for the execution of ticket sales strategy for City Harvest’s special events
• Manage RSVPs for cultivation and stewardship events

WHAT YOUR BACKGOUND SHOULD LOOK LIKE:

• Related experience in successfully supporting a department or an organization
• Ability to think creatively, problem-solve and manage multiple, projects with competing deadlines and priorities
• Strong time management and effective communication skills (written and oral)
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent interpersonal skills and relationship builder eager to work collaboratively with stakeholders across our organization
• Knowledge of Raiser’s Edge is a plus!
• Knowledge of and familiarity with Development and Marketing within the non-profit sector is a plus!

Why work at City Harvest?

There are many fantastic reasons to choose a career with City Harvest. In addition to fighting food insecurity in New York, City Harvest offers the following Benefits and Rewards:

• Competitive market salaries
• Generous time off
• Full benefits (medical, dental, vision) - employer contributions towards premiums
• Pet Insurance
• 403(b) retirement savings plan with employer‑matching
• Free Mental Health Services with Better Help
• Employer-provided life insurance
• Discounted staff perks (e.g., movie tickets, gym memberships, cellular plans)

At City Harvest, we enjoy working in a team-based environment and value the benefits of a diversified workplace. City Harvest is an Equal Opportunity Employer.