Executive Secretary - Non-profit Organization : Job Details

THIS POSITION WILL BE CONTRACT TO HIRE

One of the oldest non-profit companies in NYC is seeking an Executive Secretary to support an EVP. The offices are located in Harlem but provide services in all five boroughs.

Job Summary:

The Executive Secretary will provide high-level administrative support to the Executive VP and other senior staff. This role is essential in ensuring smooth organizational operations by managing scheduling, communications, document preparation, and organizational logistics. The Executive Secretary will be expected to handle confidential information with discretion, maintain professional relationships, and help support the non-profit's mission and vision through effective administrative practices.

Key Responsibilities:

• Administrative Support: Provide executive-level administrative support to the Executive Director, senior leadership, and Board of Directors as needed.
• Scheduling & Calendar Management: Organize and maintain the Executive Director's calendar, scheduling meetings, calls, and travel arrangements, and ensuring timely reminders.
• Communication & Correspondence: Draft and manage outgoing communications (emails, letters, memos) on behalf of the Executive Director and organization. Serve as the first point of contact for internal and external inquiries.
• Meeting Coordination: Coordinate logistics for Board meetings, staff meetings, and events, including preparing agendas, taking minutes, distributing documents, and following up on action items.
• Document Management: Maintain organized filing systems (both physical and digital) for important organizational documents, contracts, and reports.
• Event Planning & Coordination: Assist with organizing and executing events, conferences, or fundraising activities.
• Confidentiality & Discretion: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Project Assistance: Provide support for specific projects and initiatives as requested by the Executive Director or senior leadership team.
• General Office Support: Perform general office duties, such as ordering supplies, managing office equipment, and coordinating with vendors as needed.

Qualifications:

• Proven experience as an Executive Secretary, Administrative Assistant, or in a similar role (preferably in the non-profit sector).
• Strong organizational and multitasking skills with an ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software; familiarity with project management tools is a plus.
• Ability to work independently, while also collaborating effectively with a team.
• A strong sense of discretion, integrity, and professionalism.
• Experience with event planning and coordination is a plus.
• Familiarity with non-profit organizational structures and priorities is preferred.