Executive Assistant to the CEO/COO

Description

The Executive Assistant (EA) to the CEO/COO is a trusted role responsible for providing comprehensive administrative support to the CEO/COO. The EA facilitates calendar management, communication, coordinating, and ensuring the efficient operation of the Executive Office. The ideal candidate is proactive, highly organized, detail-oriented, and able to manage sensitive information with the utmost discretion and professionalism in a fast-paced environment. 

ESSENTIAL JOB FUNCTIONS 

The following duties are mandatory requirements of the job: 

Executive & Administrative Support 

• 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 

Operations & Project Management 

• Support the tracking and advancement of organizational goals, strategic initiatives, and key projects, ensuring alignment with executive priorities 
• Partner with the AVP of Operations Administration to coordinate cross-departmental activities and drive follow-up on action items across the CEO/COO’s vertical 
• Facilitate communication and progress tracking for key internal groups and initiatives, including the All Staff Committee, Policy and Operations Compliance Committee, Triad, and Train-the-Trainer program 
• Monitor timelines, priorities, and deliverables to ensure accountability and timely execution across initiatives 

Stakeholder Engagement 

• 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 

SPECIAL SKILLS AND KNOWLEDGE  

In addition to the job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following: 

Required Core Competencies 

• Adaptability: Demonstrated ability to thrive in a fast-paced, high-volume, and evolving environment, successfully balancing competing priorities and adapting to changing demands 
• Discretion & Integrity: Proven ability to handle confidential and sensitive information with sound judgment, professionalism, and a high level of integrity 
• Organized: Ability to prioritize and manage competing demands in a fast-paced, high-volume environment while maintaining a high degree of accuracy, efficiency, and attention to detail 
• Communication: Strong written and verbal communication skills, with the ability to effectively engage and communicate across all levels of the organization and with a range of external stakeholders and partners.  
• Mission Alignment: Demonstrated understanding of and commitment to GMHC’s mission, values, and the communities we serve.

Requirements

 EDUCATION AND CERTIFICATION 

• 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 

TECHNICAL SKILLS The ideal candidate should demonstrate intermediate to advanced proficiency in the following areas to effectively support the CEO/COO: 

• 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.  

WORK ENVIRONMENT & SCHEDULE 

• This is a hybrid position requiring a periodic presence in the office, with remote work flexibility as determined by CEO/COO schedules and business needs. 
• The role may require extended hours or availability outside of standard business times to support executive functions and urgent priorities. 
• 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. 

PHYSICAL DEMANDS While carrying out the responsibilities of this role:  

• The position is primarily office-based and sedentary, involving prolonged periods of computer use, phone communication, and video conferencing. 
• Must be able to navigate a standard office environment and attend in-person meetings or off-site events as needed. 
• Requires the ability to communicate clearly and effectively with clients, vendors, board members, senior leadership and staff in a fast-paced, service-oriented setting 
• Requires sustained focus, attention to detail, and the ability to manage multiple concurrent projects under time-sensitive conditions. 

GMHC is committed to fostering a racially and gender-diverse environment that contributes to a respectful, inclusive, and welcoming atmosphere for all. Our work is grounded in serving communities that are disproportionately impacted by HIV/AIDS, systemic inequities, and barriers to care. As such, working at GMHC requires a demonstrated awareness of, sensitivity to, and respect for the diverse lived experiences of the communities we serve.  We seek individuals who are committed to equity, inclusion, and social justice, and who approach their work with cultural humility, empathy, and a people-first mindset. Staff are expected to engage thoughtfully and respectfully with clients, colleagues, and community partners across a wide range of identities, backgrounds, and experiences. GMHC values diversity in all forms and strives to create a workplace where all employees feel supported, heard, and empowered to contribute meaningfully to our mission.