Executive Assistant – CEO/COO

GMHC

Executive Assistant to the CEO/COO at GMHC providing high-level administrative support. Facilitating office operations, managing communications, and safeguarding confidential information in a nonprofit setting.

Posted 4/24/2026full-timeNew York City • New York • 🇺🇸 United StatesMid-LevelSenior💰 $60,000 - $70,000 per yearWebsite

About the role

Key responsibilities & impact

Provide high-level administrative and operational support to the CEO/COO, ensuring seamless day-to-day operations
Manage complex and dynamic calendars, including scheduling, prioritizing, and coordinating meetings across internal and external stakeholders
Serve as a gatekeeper for the CEO/COO office by managing email, correspondence, and communications with discretion and sound judgment
Prepare, review, and organize briefing materials, reports, presentations, and executive correspondence with a high level of accuracy and professionalism
Maintain and safeguard confidential records, files, and sensitive information with the highest level of discretion
Anticipate executive needs and proactively address administrative and operational priorities to ensure efficiency and continuity
Oversee expense reporting, invoice processing, and budget tracking for the CEO/COO office with accuracy and timeliness
Support broader office operations and cross-functional initiatives as needed
Facilitate clear, timely, and professional communication with internal and external stakeholders, including clients, donors, partners, community leaders, and vendors
Draft and manage executive-level correspondence on behalf of the CEO/COO with a high degree of accuracy and professionalism
Represent the executive office with professionalism, sound judgment, and a strong commitment to GMHC’s mission and values

Requirements

What you’ll need

Bachelor’s degree or equivalent experience
3–5+ years of executive administrative experience, preferably in a nonprofit environment
Preferred Experience supporting C-level executives
Experience working in nonprofit and/or mission-driven organizations
Project management system experience.
Outlook/Teams: Experienced in managing complex calendars, coordinating high-level meetings, handling confidential communications, and prioritizing urgent requests.
Word: Proficient in creating, formatting, and editing professional documents, including correspondence, reports, and executive-level materials.
Excel: Intermediate working knowledge of spreadsheet management, data entry, and formatting.
PowerPoint: Intermediate working knowledge of creating and editing clear, professional presentations for internal and external audiences.
Additional Tools: Adobe Acrobat, Zoom, SignNow, Asana, etc.

Benefits

Comp & perks

Must adhere to all GMHC workplace policies and health and safety practices
Mandatory participation in the annual AIDS Walk New York event and other agency-wide initiatives as required.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

executive administrative experienceproject managementcalendar managementconfidential communicationsdocument creationspreadsheet managementpresentation creationdata entryreport preparationbudget tracking

Soft Skills

discretionsound judgmentprofessionalismcommunicationorganizational skillsproactive problem-solvingattention to detailstakeholder managementtime managementcommitment to mission

Certifications

Bachelor's degree