Executive Assistant to the CEO

Description

 A COVER LETTER IS REQUIRED FOR THIS POSITION.  

The Executive Assistant to the CEO is a highly visible and trusted role responsible for providing comprehensive administrative, operational, and strategic support to the Chief Executive Officer. This position ensures the efficient operation of the Executive Office and plays a critical role in supporting high-level decision-making, managing complex calendars and communications. The ideal candidate is proactive, organized, detail-oriented, and able to handle sensitive information with discretion and professionalism.

Essential Job Functions

The following duties are mandatory requirements of the job:

Executive Administrative Support

• Manage and prioritize an active calendar of appointments, meetings, and events; coordinate internal and external meetings with stakeholders, staff, funders, and partners.
• Prepare, draft, proofread, and edit correspondence, presentations, reports, and other documents on behalf of the CEO.
• Arrange complex travel plans, itineraries, and agendas; compile documents for travel-related meetings.
• Serve as the first point of contact for internal and external inquiries addressed to the CEO, providing timely and professional responses or redirecting as appropriate.
• Track action items and follow-up tasks for the CEO, ensuring timely completion and accountability.

Internal & Cross-Functional Coordination

• Facilitate communication and alignment between the CEO and senior leadership team.
• Attend internal meetings, take detailed notes, and ensure follow-up actions are tracked and completed.
• Support the coordination of cross-departmental projects and initiatives as directed by the CEO.
• Monitor internal deadlines and ensure the CEO is prepared for key internal engagements and deliverables.

External Engagement & Event Support

• Coordinate CEO participation in public speaking events, donor meetings, conferences, and external stakeholder engagements.
• Collaborate with the Development and Communications teams on briefing materials, event logistics, and follow-up communication for high-profile meetings.
• Support the preparation and submission of executive-level presentations, funding proposals, and communications for external partners.

Office of the CEO Operations

• Develop and maintain effective systems for managing the administrative operations of the CEO’s office.
• Ensure filing systems (digital and paper) are organized and up-to-date.
• Process expense reports, reimbursements, and other financial documents in coordination with Finance.
• Identify and implement improvements to streamline workflows, reduce inefficiencies, and enhance overall executive office support.

Project and Organizational Support

• Support the CEO with strategic initiatives, research, and project tracking.
• Liaise with senior leadership and program teams to ensure cross-functional alignment and timely flow of information to the CEO.
• Assist with event planning and execution for donor, stakeholder, or community-facing engagements involving the CEO.
• Coordinate with communications and development teams on messaging and speaking engagements.

Requirements

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

• Proven ability to manage multiple complex tasks in a fast-paced, high-stakes environment.
• Demonstrated success in managing confidential and sensitive information with discretion.
• Exceptional organizational and time management skills; able to handle multiple priorities with accuracy and professionalism.
• High level of discretion and integrity in handling confidential and sensitive information.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build relationships across all levels of an organization.

Preferred

• Experience working in or with nonprofit organizations and/or mission-driven institutions.
• Commitment to advancing GMHC’s mission of ending the AIDS epidemic and uplifting the health and well-being of marginalized communities.
• Strong interest in and enthusiasm for GMHC’s work at the intersection of public health, HIV/AIDS prevention and care, and social justice.
• Understanding of GMHC’s mission to support individuals affected by HIV/AIDS and promote equity and access to comprehensive health services.
• Education and Certification
• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 4–6 years of experience providing executive-level administrative support, with at least 3 years supporting a CEO, Executive Director, or C-Suite leader.

Technical Skills 

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

Microsoft Office Suite

• Word: Proficient in creating, formatting, and editing professional documents, including correspondence, reports, and executive-level materials.
• Excel: Skilled in spreadsheet management, data entry, and analysis; familiarity with formulas, pivot tables, and visual data tools preferred.
• PowerPoint: Capable of developing compelling and visually polished presentations tailored to internal and external audiences.
• Outlook: Experienced in managing complex calendars, coordinating high-level meetings, handling confidential communications, and prioritizing urgent requests.

Digital Communication & Collaboration Tools

• Comfortable using platforms such as Microsoft Teams, Zoom, and Office 365 for virtual meetings, collaborative work, and      executive communications.
• Ability to troubleshoot basic tech issues and coordinate logistics for hybrid and remote meetings involving senior      stakeholders.

Work Environment & Schedule 

• This is a hybrid position requiring a regular presence in the office, with remote work flexibility as determined by the CEO’s schedule and business needs.
• The role may require extended hours or availability outside of standard business times to support executive functions and urgent priorities.
• 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 sustained focus, attention to detail, and the ability to manage multiple concurrent projects under time-sensitive conditions.

GMHC supports a racially and gender-diverse environment which contributes to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve.

GMHC is committed to fostering an inclusive, racially, and gender-diverse workplace and seeks candidates dedicated to promoting equity and social justice within our community.