Senior Executive Assistant to Chief Executive Officer

Project Hospitality; New York (NY); On-site; USD 45,000 - 50,000; Full time

Job summary

Project Hospitality, based in New York, seeks a Senior Executive Assistant to provide high-level executive support to the President and CEO. The role requires anticipating needs, discretion, and the ability to manage competing priorities in a fast-paced nonprofit environment.

Responsibilities include coordinating the CEO's calendar, preparing briefing materials, supporting board and leadership meetings, managing communications, and overseeing executive operations and travel.

Qualifications

• Bachelor's degree required in Business Administration, Public Administration, Communications, or related field.
• 7–10 years of progressively responsible administrative or executive support experience, incl. CEO support.
• Experience supporting executive leadership in nonprofit/government/healthcare environments preferred.
• Proven experience managing executive calendars, Board meetings, and confidential matters.
• Demonstrated ability to prioritize, anticipate needs, exercise good judgment, and resolve administrative challenges.
• Exceptional written and verbal communication skills; ability to prepare polished executive materials.

Responsibilities

• Manage and strategically coordinate the CEO's complex calendar and prioritize commitments.
• Draft, edit, and coordinate executive correspondence and leadership materials.
• Coordinate Board, Executive Committee, and leadership meetings; prepare agendas and packets.
• Support cross-functional projects and organizational initiatives; track deadlines and deliverables.
• Coordinate external relations and stakeholder engagements, including funders and partners.
• Oversee travel arrangements, logistics, and executive office administration.

Skills

Executive support

Calendar management

Board coordination

Stakeholder relations

Written communication

Project coordination

Confidentiality

Meetings logistics

Vendor coordination

Travel coordination

Education

Bachelor's degree

Master's degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Google Workspace

Job description

Reports To: Chief of Staff & Strategic Advisor to the CEO

Employment Type: Full-Time

Location: Project Hospitality

Salary: $45,000 – $50,000 annually

Reports To: Chief of Staff & Strategic Advisor to the CEO

Employment Type: Full-Time

Location: Project Hospitality

Salary: $45,000 – $50,000 annually

Position Summary

The Senior Executive Assistant provides high-level executive, administrative, and organizational support to the President and Chief Executive Officer, ensuring the effective coordination and daily functioning of the Executive Office. This position requires an experienced professional who can anticipate executive needs, manage competing priorities, exercise sound independent judgment, and handle sensitive and confidential matters with the highest level of discretion.

Working closely with the CEO and Chief of Staff, the Senior Executive Assistant serves as a central point of coordination for executive communications, scheduling, leadership meetings, organizational initiatives, and follow-through on key priorities. The successful candidate will demonstrate executive presence, exceptional organizational capabilities, strong written and verbal communication skills, and the ability to operate effectively in a fast-paced, dynamic nonprofit environment.

Essential Responsibilities

1. Executive Calendar & Strategic Coordination

• Manage and strategically coordinate the CEO's complex calendar, balancing competing priorities, meetings, appointments, and organizational commitments.
• Anticipate scheduling needs, identify conflicts, and proactively recommend adjustments.
• Coordinate meetings with Board members, senior executives, elected officials, government representatives, funders, and external stakeholders.
• Prepare briefing materials and relevant background information to ensure the CEO is appropriately prepared for meetings and engagements.
• Exercise sound judgment in determining scheduling priorities and escalating time-sensitive matters.

2. Executive Communications & Correspondence

• Draft, edit, and coordinate executive correspondence, communications, memoranda, presentations, and other leadership materials.
• Review incoming communications, prioritize requests, and ensure important matters are appropriately directed and addressed.
• Serve as a professional point of contact for internal and external stakeholders communicating with the Executive Office.
• Ensure timely follow-up on executive correspondence, outstanding requests, and organizational commitments.
• Maintain a high standard of professionalism, accuracy, tone, and discretion in all communications.

3. Executive & Board Meeting Coordination

• Coordinate logistics and materials for Board meetings, Executive Committee meetings, C-suite meetings, leadership meetings, and other organizational engagements.
• Prepare agendas, meeting packets, presentations, attendance records, and other supporting documents.
• Coordinate with executive leadership and department heads to obtain information and ensure materials are submitted within established deadlines.
• Attend meetings as required, document key decisions and action items, and coordinate follow-up.
• Maintain an organized system for tracking executive assignments, deliverables, and outstanding matters.

4. Project Management & Executive Office Support

• Support the coordination and implementation of special projects and strategic initiatives assigned by the CEO.
• Monitor deadlines, follow up with departments, and help ensure that executive directives and assignments are completed.
• Coordinate across departments to obtain information, resolve administrative issues, and facilitate communication.
• Maintain organized executive records, files, reports, and confidential documentation.
• Identify opportunities to improve administrative systems, workflows, and executive office operations.

5. External Relations & Stakeholder Coordination

• Coordinate executive engagements with Board members, government officials, community leaders, funders, nonprofit partners, and other external stakeholders.
• Support the preparation of meeting materials, briefing documents, talking points, and follow-up correspondence.
• Ensure appropriate hospitality and professional coordination for external visitors and executive engagements.
• Assist with coordinating the CEO's attendance at organizational events, conferences, community engagements, and other official functions.

6. Executive Office Administration & Special Events

• Oversee administrative coordination within the Executive Office, ensuring efficient daily operations.
• Coordinate executive travel arrangements, itineraries, accommodations, and related logistics.
• Support the planning and execution of executive, Board, and organizational events.
• Coordinate with internal departments and external vendors as needed.
• Perform additional executive administrative responsibilities and special assignments as directed.

Confidentiality & Professional Judgment

• Maintain the highest standards of confidentiality when handling personnel matters, executive correspondence, Board communications, organizational strategy, financial information, and other sensitive materials.
• Demonstrate sound judgment, discretion, diplomacy, and professionalism in all interactions.
• Understand the importance of appropriate communication channels, executive protocols, and organizational hierarchy.
• Recognize matters requiring immediate escalation and exercise appropriate judgment in managing competing demands.
• Maintain the integrity and confidentiality of the Executive Office at all times.

Qualifications & Experience

• Bachelor's degree required in Business Administration, Public Administration, Communications, Management, or a related field. A master's degree is preferred.
• Minimum of 7–10 years of progressively responsible administrative or executive support experience, including at least five years directly supporting a CEO, President, Executive Director, or other C‑suite executive.
• Demonstrated experience supporting executive leadership within a nonprofit, government, healthcare, or similarly complex organizational environment preferred.
• Proven experience managing complex executive calendars, coordinating Board and senior leadership meetings, preparing executive correspondence, and handling confidential matters.
• Demonstrated ability to independently prioritize competing demands, anticipate executive needs, exercise sound judgment, and resolve administrative challenges.
• Exceptional writing, editing, proofreading, and verbal communication skills, with the ability to prepare polished executive‑level correspondence and materials.
• Strong project coordination and organizational skills, including the ability to manage multiple assignments, monitor deadlines, and ensure timely follow-through.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Google Workspace and virtual meeting platforms.
• Experience coordinating Board communications, executive presentations, stakeholder engagements, and organizational events.
• Ability to interact confidently and professionally with senior executives, Board members, government officials, funders, and community partners.
• Demonstrated ability to maintain strict confidentiality and exercise discretion in matters involving executive leadership and organizational operations.

Core Executive Competencies

• Executive presence and professionalism
• Strategic organization and prioritization
• Independent judgment and problem-solving
• Exceptional written and verbal communication
• Confidentiality, discretion, and diplomacy
• Proactive thinking and anticipation of executive needs
• Project coordination and accountability
• Attention to detail and accuracy
• Relationship management and stakeholder engagement
• Adaptability and composure under pressure
• Initiative, ownership, and follow-through
• Commitment to organizational mission and values

Position Expectations

The Senior Executive Assistant is expected to function as a trusted administrative partner to the CEO and Executive Office. The individual must demonstrate initiative, anticipate needs, exercise discretion, and maintain a high degree of accountability. Success in this position requires the ability to work independently while collaborating effectively with the Chief of Staff, C‑suite executives, department leaders, and other organizational stakeholders.