Position ProfileThe Administrative Assistant for the Executive Office Team provides strategic administrative, task-management and project support to senior leaders in the Executive Office-helping to keep the work organized and on track and serving as secondary administrative support to the Chief Executive Officer. This role supports the senior leaders within the Executive Office (Chief Executive Officer, Chief of Staff and Senior Advisor) maximize the impact of their time, execute their leadership responsibilities on schedule, and arrive fully prepared for internal and external engagements in partnership with relevant stakeholders.
Primary ResponsibilitiesCareer Path ClassificationSS1
Position TypeExempt
LocationNew York City. Hybrid working arrangement allowed
Primary ResponsibilitiesThe responsibilities of the Administrative Assistant position include but are not limited to the following:
Task Management, Deadline Tracking, and Follow-Through
- Lead project and task management, deadline tracking, and timely follow-through for senior leaders in the Executive Office (Chief Executive Officer, Chief of Staff, and Senior Advisor).
- In support of the Chief of Staff, help maintain a comprehensive view of the commitments, deliverables, and pending decisions held by the Executive Office senior leaders, tracking each to completion within the Executive Office's project management system.
- Ensure open items, decisions required, and upcoming deadlines for the Chief Executive Officer are elevated for action daily and lead a bi-weekly look-ahead for the Executive Office that surfaces major deadlines and preparation needs.
- Serve as a point of contact for internal staff and project leads whose workflows require the involvement or input of senior leaders in the Executive Office, providing guidance on process, setting realistic expectations for turnaround, and holding internal partners to agreed timelines.
- Confirm that briefing materials are in hand in advance, setting and managing deadlines with internal content owners.
- Ensure the schedule and expected deadlines for the senior leaders of the Executive Office stay aligned - adjusting calendars to leave adequate room for the preparation required.
- Maintain the Executive Office's systems, trackers, templates, and workflows, including the use of AI and workflow-automation tools to reduce effort and raise the quality and speed of the office's work.
Administrative Support
- Provide primary administrative support to the Chief of Staff and Senior Advisor, and secondary administrative coverage to the Chief Executive Officer, using sound judgment and the latest technology tools to forecast demands, set priorities, resolve competing requests, calendar management, and ensure sufficient time for preparation and transition is built into each schedule.
- Field scheduling and meeting requests directed to the Executive Office leaders-triaging, sequencing, redirecting, or declining requests on their behalf with judgment and diplomacy.
- Coordinate logistics for internal and external meetings and convenings, including agenda circulation, materials, technology and room or virtual setup.
- Organize travel, including itineraries, ground logistics, briefing packets, contingency planning, and real-time troubleshooting when plans change.
- Manage administrative duties such as preparing expense reports, processing invoices, and maintaining contact and CRM records for the Chief Executive Officer and senior leaders.
Project Support
- Draft and iterate documents, correspondence, spreadsheets, and presentation materials under the direction of the Senior Advisor and Chief of Staff.
- Prepare notes and readouts from meetings with the Senior Advisor and Chief of Staff, and cascade to relevant internal stakeholders.
- Track and support the Senior Advisor and Chief of Staff with meeting preparation and post-meeting follow-up, liaising.
Qualifications- Aligned with Blue Meridian's core values.
- At least 7 years of relevant professional experience, including at least 5 years serving as an assistant to executives of organizations comparable to Blue Meridian; a bachelor's degree is a plus.
- Proven ability to adapt and pivot quickly based on new information, propose creative alternatives and solutions to complex and competing scheduling demands, and able to prioritize and re-prioritize tasks in real-time or order to meet deadlines in a fast-paced environment.
- Excellent administrative and organizational skills, with strong attention to detail.
- Self-starter, able to work independently as well as collaboratively with others.
- Outstanding written and verbal communications skills, including drafting emails, letters and memoranda, and proofreading. Able to communicate professionally and effectively in person, electronically or by phone.
- Sound judgment, including the ability to use and show discretion, make sometimes difficult decisions independently, and effectively solve problems.
- Strong interpersonal skills with a professional and genial demeanor, and the ability to work with people with different backgrounds and experiences.
- Demonstrated ability to effectively use AI tools and technologies to enhance productivity and work quality. This includes experience with AI tools for tasks such as research, content generation, data analysis, problem-solving, or workflow automation.
- Proven track record handling highly confidential and sensitive information - board, investor, personnel, and financial - with absolute discretion and in accordance with Blue Meridian's data policies and standards.
- Proven ability to effectively use AI tools, including the ability to critically evaluate AI-generated outputs, apply appropriate judgment when using AI assistance, and integrate AI tools effectively within their work processes.
- Strong facility with common workplace technology, including Microsoft Office, SharePoint and Salesforce/CRM, and ability to learn new software quickly.
- Willing to travel as needed
Preferred
- Experience working in philanthropy, nonprofits, the public sector, and/or strategy consulting desirable.
- Perspective from direct experience living or working in communities with significant low income or otherwise disenfranchised peoples preferred.
- Experience with Asana is a plus.
At Blue Meridian, we value building a diverse, inclusive workplace. Even if your experience does not fully align with our preferred qualifications, we still encourage you to apply.
Hiring SalaryBlue Meridian Partners aims to provide a comprehensive and competitive total compensation package.
The hiring salary for this position is $88,000. In addition to the base salary, each member of Blue Meridian is eligible to receive a performance-based variable incentive bonus.
Blue Meridian also provides generous benefits including:
- Employer contributions to a retirement savings plan
- Medical, dental, and vision coverage with minimal employee contribution
- Life and disability insurance
- Paid time off including vacation/personal days, paid holidays, half-day summer Fridays, and week-long office closures in the summer and winter
- Internal and external professional development opportunities
- Home Office set-up allowance
This position description is a guide to the primary duties and functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and may be revised to meet the changing needs of Blue Meridian Partners at the sole discretion of management.
