Leadership Team, Executive Assistant

UNICEF USA; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

UNICEF USA is seeking an LT Executive Assistant to support the Chief of Staff and a select group of senior leaders in New York. The role blends hands-on coordination with judgment to ensure smooth day-to-day operations, including travel, expenses and calendaring, as well as briefing materials for external engagements.

The successful candidate will manage executive calendars, coordinate internal and external meetings, and provide backup coverage as needed to the CEO and other senior leaders.

Qualifications

• Bachelor’s degree or equivalent and senior-level administrative support experience.
• Strong prioritization and ability to work in a fast-paced environment.
• Excellent written and verbal communication with professional presence.
• Confidentiality in handling sensitive leadership information.

Responsibilities

• Independently manage and prioritize calendars for senior executives; resolve competing demands.
• Own end-to-end travel planning for leadership team, domestically and internationally.
• Identify scheduling issues and escalate for LT resolution.
• Process expense reports with policy compliance and budget awareness.
• Prepare executives for external engagements with briefing materials.
• Coordinate with relationship managers to align briefing materials for external meetings.
• Provide backup coverage for executive administration as needed.
• Prepare inputs for National Board and Committee meetings in partnership with governance teams.
• Provide logistics for meetings, including tech needs and action item follow-through.
• Support internal and external Leadership Team communications with stakeholders.
• Handle all other LT coordination tasks as assigned.

Skills

Calendar management

Travel coordination

Expense management

Communication

Confidentiality

Microsoft Office

Zoom

Slack

Project management tools

Cross-functional collaboration

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Zoom

Slack

Project management tools

Job description

Position: LT Executive Assistant

Location: Hybrid - New York or surrounding area (Commutable to NYC)

FLSA Status: Exempt

Position Overview

The LT Executive Assistant reports to and works in partnership with the Chief of Staff to support a select group of senior executives (Chief Strategy Officer, Chief People & Operations Officer, Chief Financial Officer, General Counsel, and Chief Program Officer) in operating effectively day to day. The role blends hands-on coordination and execution with the judgment and prioritization needed to help support the smooth operations for the Leadership Team. Primary responsibilities include managing travel, expenses and calendaring for these leaders; preparing for external engagements; and partnering with relationship managers to ensure alignment on briefing materials and supporting LT requirements for National Board and Committee meetings. The LT Executive Assistant provides backup coverage as needed to support the CEO and Chief Philanthropy Officer. All other duties and responsibilities, as assigned by the Chief of Staff.

Responsibilities

• Independently manage and prioritize the calendars of the Chief Strategy Officer, Chief People & Operations Officer, Chief Financial Officer, General Counsel, and Chief Program Officer. Resolve competing demands and make scheduling decisions in line with organizational priorities.
• Own end to end international and domestic travel planning for the designated Leadership Team members.
• Proactively identify and help resolve scheduling issues; scanning calendars a week or a month ahead and flagging scheduling issues and elevating those to LT for resolution.
• Manage and process expense reports with a high level of review and attention to each selected LT member’s budget. Apply policies, resolve discrepancies, and flag issues that require attention.
• Prepare LT members for external engagements, including researching audiences and pulling together briefing materials.
• Serve as the primary point of coordination with relationship managers to ensure alignment and consistency across briefing materials and presentations for external meetings, summits, and partner engagements.
• Serve as out of office backup to the Manager, Philanthropy and Chief of Staff as it relates to the administrative needs of the EVP & Chief Philanthropy Officer and the CEO.
• Prepare designated executives for National Board and Committee meetings by determining and coordinating their inputs and materials, in partnership with the Governance & Board Engagement team.
• Provide logistical support for interdepartmental and external meetings led by designated LT members, including coordination, technology needs, and implementing action items to move work forward.
• Support internal and external Leadership Team communications, in partnership with the Chief of Staff and other teams as needed.
• All other Leadership Team coordination tasks as deemed necessary by the Chief of Staff.

Skills/Experience

• Bachelor’s degree or equivalent and a minimum of 6 years of senior-level administrative support experience.
• Strong prioritization skills and demonstrated ability to work effectively in a fast-paced environment.
• Excellent communication skills, both written and verbal, paired with a polished and professional presence.
• Strong problem-solving skills and a genuine commitment to working proactively.
• Must maintain a high degree of confidentiality in all matters related to the Leadership Team and all matters requiring sensitivity and discretion.
• Advanced knowledge of Microsoft Office and Zoom required. Knowledge of Slack and project management tools highly preferred, along with a technology forward mindset with an eagerness to learn new tools.
• Strong attention to detail.
• Commitment to curiosity and learning.
• Proven ability to collaborate effectively with multiple, cross-functional teams.
• Demonstrated ability to manage multiple competing priorities, including administrative tasks, and priorities while consistently meeting deadlines and working across teams.
• Ability to collect, analyze, organize, distill, and present information effectively to different audiences and learners with varying levels of familiarity with UNICEF’s global work.
• Demonstrated interest in and knowledge of children’s rights or child well-being, as well as a commitment to public service, strongly preferred.

Must possess current and valid US Work Authorization and be eligible to work for any US employer without sponsorship.