Special Assistant to the CEO

University Settlement Society of New York; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

University Settlement Society of New York is seeking a Special Assistant to provide high-level administrative and project coordination support to the CEO and senior leadership. The role involves managing calendars, scheduling, correspondence, and coordinating with multiple departments to ensure smooth daily operations.

You will engage with Board members, funders, and community partners, handling confidential information and preparing executive communications.

Qualifications

• Excellent writing, verbal, and telephone communication skills.
• Self-motivated professional with strong project management abilities and organizational multitasking.
• Ability to manage competing priorities in a fast-paced environment.
• Exceptional interpersonal skills across diverse audiences and levels.
• Familiarity with the organization's mission and civic landscape.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• History of success in positions requiring creative and critical thinking.
• Minimum of two years of administrative experience supporting senior leadership preferred.
• Bachelor's Degree preferred.
• Sense of humor and collaborative spirit valued.

Responsibilities

• Provide high-level administrative support to the CEO, CPEO, and AEDs.
• Manage calendars, coordinate appointments, meetings, and travel arrangements.
• Screen and distribute correspondence; support Board communications.
• Coordinate agency-wide events and executive communications.
• Conduct research and prepare reports, presentations, and materials.
• Liaise with Facilities, Finance, People, Development, and IS teams.
• Oversee daily office operations and cross-department collaboration.

Skills

Calendar management

Stakeholder coordination

Communication

Confidentiality

Microsoft Office

Travel planning

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

University Settlement partners with 40,000+ New Yorkers in Lower Manhattan and Brooklyn every year to build on our collective strengths as we achieve healthy, stable, and remarkable lives. For nearly 140 years, we’ve fought poverty and systemic inequality by building highly effective social services in collaboration with our neighbors. Established in 1886 as the first Settlement House in the United States, we bring the values of that movement into the 21st century by meeting New Yorkers where they live, listening deeply to all perspectives, and creating space for responsive cooperation.Joining with our neighbors to make stable foundations where people of all ages can grow and pursue their dreams, we build community strength. We infuse a commitment to civic engagement, equality, and communal action into each of our programs, which include early childhood education, youth development, healthy aging, mental health and wellness, English classes for adult immigrants, community centers, and the arts.Reporting directly to the Chief Executive Officer, the Special Assistant plays a critical role in managing the CEO’s day-to-day affairs while supporting the broader work of the executive office. This position regularly engages with a wide range of stakeholders, including Board members and their assistants, agency administration, government and private funders, community members, external partners, elected officials, and University Settlement staff.In addition to serving as the CEO’s primary administrative partner, the Special Assistant provides support to the Chief Program and Equity Officer (CPEO), three Associate Executive Directors (AEDs) for Programs, and other staff members in coordinating daily operations, conducting research, preparing written materials, organizing projects, and executing special initiatives.What you'll DoExecutive & Administrative SupportProvide high-level administrative support to the CEO, CPEO, and AEDs.Manage the calendars of the CEO, CPEO, and AEDs, coordinating appointments, meetings, and travel arrangements.Sort, screen, prioritize, and distribute correspondence, including phone calls, mail, and other communications.Support the CEO with communications, scheduling, and other responsibilities related to the Board of Directors.Uphold discretion and maintain strict confidentiality when handling sensitive information.Project Coordination & Organizational SupportWork closely with executive management on agency operations and special projects, including correspondence, research, presentations, Board meetings, events, and other initiatives.Partner with the Senior Leadership Team to coordinate agency-wide events such as:Manager's MeetingsAll Staff DayAll Welcome DaySocial gatheringsOther special eventsConduct research and assist with preparing reports, presentations, and executive communications.Provide administrative and project support for a variety of organizational priorities and special initiatives.Office Operations & Cross-Department CollaborationServe as a liaison to Facilities, Finance, People, Development, and Information Systems teams.Manage daily administrative office operations, including:Daily mail processingRoom reservations for 184 EldridgeAdministrative expense invoices and paymentsWelcoming and assisting external guestsSupport the efficient day-to-day functioning of the executive office.Perform other duties as assigned by the CEO and executive managementWhat We're Looking ForQualificationsExcellent writing, verbal, and telephone communication skills.Self-motivated professional with strong project management abilities and proven organizational and multitasking skills.Ability to effectively manage competing priorities in a fast-paced environment.Exceptional interpersonal skills with the ability to work effectively across diverse audiences and levels of the organization.Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to learn internal systems quickly.Familiarity with University Settlement's mission, the settlement house model, and New York City's civic landscape.Demonstrated ability to maintain confidentiality and exercise sound judgment.History of success in positions requiring creative thinking, critical thinking, and problem-solving.Minimum of two (2) years of administrative experience supporting senior leadership preferred.Bachelor's Degree preferred.A sense of humor, collaborative spirit, and commitment to the organization's social justice mission are highly valued.Work Schedule: Full-time, 35 hours a week onsite, Monday - Friday, 9:00 am - 5:00 pm or 8:00 am - 4:00 pmWhy Join University Settlement?This role offers a unique opportunity to work alongside senior leadership, contribute to organization-wide initiatives, and play an essential role in supporting programs and services that positively impact New York City communities. If you are a detail-oriented professional who enjoys being at the center of organizational operations and wants to contribute to a mission-driven organization, we encourage you to apply.We are committed to building a diverse and inclusive community. We support a broadly diverse team who will contribute to our organization. We are an equal employment opportunity for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.