Urban Pathways

Executive Assistant – Office Manager

Urban Pathways

full-time

Posted on:

Location Type: Office

Location: New York City • New York • United States

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Salary

💰 $57,351 - $77,423 per year

About the role

  • Provide direct administrative support to the CEO, CAO, and Board members, including managing calendars, scheduling meetings, and handling travel arrangements.
  • Monitor and manage emails and communications on behalf of the CEO and CAO.
  • Act as the point of contact between executives and internal/external clients, ensuring effective communication and follow-up.
  • Prepare and edit correspondence, presentations, reports, and other documents for executive review and approval.
  • Coordinate and organize board meetings, including agenda preparation, minute-taking, and distribution of materials.
  • Assist with strategic projects, ensuring deadlines are met and tasks are completed accurately.
  • Handle confidential and sensitive information with the utmost discretion.
  • Manage special projects assigned, ensuring successful completion and alignment with organizational goals.
  • Support board-related activities, including event planning, documentation, and communication with board members.
  • Oversee special projects as assigned by the CEO and CAO ensuring deadlines and deliverables are met.
  • Manage the flow of information and documents between the CEO, CAO and department leaders.
  • Ensure compliance with organizational policies and procedures in communications and processes.
  • Handle expense reports, reimbursements, and budget tracking for the executive office.
  • Provide supervision to the front desk receptionist and guidance to the administrative support.
  • Organize and coordinate Sr. Leadership-level events and retreats.

Requirements

  • Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field preferred.
  • Minimum of 5-7 years of experience providing executive-level support, preferably in a nonprofit environment.
  • Knowledge of New York City social services contracts preferred.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams).
  • Knowledge of NYC PASSPort System is a plus.
  • Project management experience is a plus.
  • License Notary Public Required.
Benefits
  • Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
  • Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
  • Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
  • Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
  • Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
  • Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
  • Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
  • Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
project managementbudget trackingcalendar managementemail managementdocument preparationminute-takingevent planningconfidential information handlingstrategic project assistanceorganizational compliance
Soft Skills
organizational skillstime-management skillswritten communicationverbal communicationdiscretioninterpersonal skillsleadershipsupervisioneffective communicationfollow-up
Certifications
Bachelor's degreeNotary Public