VP, Executive Management

Hirewell; New York (NY); Hybrid; USD 100,000 - 130,000; Full time

Benefits offered by this job

Competitive benefits

Dynamic training program

Career advancement opportunities

Job summary

A strategic fundraising firm in New York is seeking a VP, Executive Assistant Management to oversee all regional Executive Assistants. The role demands a minimum of 8–10 years of experience in executive support, with a focus on team management and process improvements. Candidates should have exceptional communication skills and a proactive mindset. The firm offers a hybrid work environment, competitive benefits, and strong career advancement opportunities. Join us to make a significant impact in the nonprofit sector.

Qualifications

• Minimum 8–10 years of progressive experience in executive support or operations.
• Proven experience managing Executive Assistant teams.
• Exceptional written and verbal communication skills.
• Highly organized with strong attention to detail.

Responsibilities

• Oversee all regional Executive Assistants and liaise with office operations leads.
• Conduct one-on-ones, approve PTO, and coach team members.
• Ensure high-quality support across calendaring and expense management.
• Collaborate with the Head of Operations on efficiency initiatives.

Skills

Executive support

Team management

Process improvement

Communication skills

Organization

Microsoft Office proficiency

Education

8–10 years in executive support or operations

4 years in administrative leadership

Tools

Microsoft Office

Navan

Monday.com

HubSpot

Job description

LOCATION: New York, NY

REPORTS TO: Head of Operations

DEPARTMENT: Strategy & Operations

TYPE: Full Time, Hybrid (three days in-office per week)

Overview

They are an international strategic fundraising firm that partners with nonprofits for transformational change. They plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact. Headquartered in New York, the firm has over 600 professionals and 18 offices throughout the United States and Europe.

UNDERSTANDING THE ROLE

The VP, Executive Assistant Management oversees all regional Executive Assistants and liaises with various office operations leads in NY, Boston, and the UK. This leader ensures the team delivers proactive, strategic partnership to executives while maintaining professional, efficient, and client-ready office environments. The role blends people management, operational oversight, and process improvement, helping evolve the EA function from administrative coordination to strategic enablement.

Responsibilities

• Department Leadership & Strategy — Serve as Department Manager (conducting 1:1s, approving PTO, coaching team members, and overseeing day-to-day workflow).
• Responsibilities — Monitor EA coverage, workloads, and performance; provide mentorship, training, and growth opportunities.
• Responsibilities — Collaborate with the Head of Operations and S&O Lead on special projects, efficiency initiatives, and resource planning.
• Executive Partnerships & Support Oversight — Ensure all applicable executives receive consistent, high-quality support across calendaring, travel, timekeeping, and expense management.
• Executive Partnerships & Support Oversight — Guide EAs to act as true strategic partners, connecting information across departments and anticipating executive needs.
• Executive Partnerships & Support Oversight — Ensure accuracy and timeliness in expense and timekeeping submissions for all selling executives.
• Executive Partnerships & Support Oversight — Oversee travel planning and logistics, ensuring alignment with Business Development priorities.
• Executive Partnerships & Support Oversight — Oversee scheduling related to all team-wide activities involving executives (e.g., annual team retreat, regional executive calls and meetings, focal reviews, midyear professional development conversations, compensation calls, etc.).
• Executive Partnerships & Support Oversight — Champion consistency, discretion, and professionalism in all executive communications.
• Executive Partnerships & Support Oversight — Liaise with NY, Boston, and UK office managers on topics related to day-to-day management, vendor relations, meeting logistics, etc.
• Executive Partnerships & Support Oversight — Collaborate across Business Development, Marketing, and Proposals to align administrative support for executives.
• Executive Partnerships & Support Oversight — Partner with the Head of Operations to assess and improve regional systems and service delivery.
• Executive Partnerships & Support Oversight — Identify opportunities to streamline workflows, templates, and processes for efficiency.
• Executive Partnerships & Support Oversight — Model a culture of service, accountability, and cross-functional partnership.
• Executive Partnerships & Support Oversight — Serve as process subject matter expert for the Executive Partnerships team.
• Executive Partnerships & Support Oversight — In partnership with the EP Department Lead, create and/or refine processes for executive calendar management, expenses, time entry, and other episodic projects such as client gifting, leave coverage, transition planning, and new hire training.
• Executive Partnerships & Support Oversight — Work with the EP Department Lead to ensure consistent application of processes, both by EAs and their executives.
• Executive Partnerships & Support Oversight — Provide informal mentorship to EAs as needed.

Qualifications

• Minimum 8–10 years of progressive experience in executive support or operations with at least 4 years in an administrative leadership role
• Proven experience managing Executive Assistant teams or similar administrative functions
• Background in professional services, consulting, or corporate environments strongly preferred
• Ability to design and implement process improvements that enhance efficiency and service delivery
• Exceptional written and verbal communication skills with the ability to interact confidently with senior executives
• Highly organized with strong attention to detail and ability to manage competing priorities
• Proactive, solution-oriented mindset with a focus on strategic enablement rather than transactional support
• Advanced knowledge of the Microsoft Office suite, with the ability to become familiar with firm-wide specific programs and software, including Navan, Monday.com, and HubSpot

The firm offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. They are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.