Job OverviewAs an Officer in the President's Office, you will be responsible for providing high-level administrative and logistical support to advance the work of the President/CEO. This unique, cross-functional role offers a front-row seat to organizational leadership and governance, requiring exceptional judgment, attention to detail, and the ability to handle critical information with discretion. You will help ensure the President's Office runs smoothly and efficiently.
Key Responsibilities:Meeting & Briefing Preparation- Collect, organize, and assemble briefing materials in both digital and hard-copy formats to fully prepare the CEO for all internal and external engagements.
- Anticipate information needs for upcoming meetings and proactively coordinate with internal teams to secure timely, accurate supporting documents.
- Ensure briefing packets are complete, concise, and delivered with adequate time for CEO review.
- Maintain systems for version control, document tracking, and secure distribution of sensitive materials.
Email & Communication Management- Review and lead daily management of the CEO's email inbox, triaging, prioritizing, and organizing correspondence that requires action.
- Draft, proofread, and send email responses on behalf of the CEO, ensuring professionalism, clarity, and alignment with organizational voice and priorities.
- Forward inquiries to appropriate internal stakeholders, track follow-up items, and ensure timely resolution of action items.
- Maintain a clear record of outstanding requests, deadlines, and follow-through.
Calendar & Scheduling Management- Coordinate and schedule meetings for the Chief of Staff of President/CEO, balancing high-volume requests while protecting strategic priorities and time-sensitive commitments.
- Prepare and manage daily and weekly calendars, ensuring alignment with organizational goals and priorities.
- Anticipate conflicts and proactively resolve scheduling issues through sound judgment and strong cross-team communication.
- Support coordination of complex meeting sequences, including pre-briefs, debriefs, and prep touchpoints.
Travel Coordination- Arrange comprehensive travel for the CEO and President's Office, including flights, lodging, ground transportation, visas (as applicable), and itinerary planning.
- Develop detailed travel briefs, ensuring the CEO is fully prepared for each leg of travel, including logistics, contacts, event details, and background materials.
- Maintain organized, accessible travel records and communicate plans proactively to all relevant parties.
- Respond to last-minute changes and troubleshoot travel issues as they arise.
Executive Board & Governance Support- Liaise with Executive Board members to collect, organize, format, and distribute Executive Board meeting briefing materials.
- Support logistics, preparation, and follow-up for monthly Executive Board meetings, including scheduling, materials coordination, and note-taking as needed.
- Ensure accuracy and timely delivery of all EB-related documentation.
Event & Retreat Management- Lead planning and logistics for executive management retreats, including venue research and booking, vendor coordination, schedule design, and operational support.
- Prepare meeting materials, agendas, and retreat packets; ensure smooth execution from concept through completion.
- Manage follow-up actions, communications, and distribution of retreat outcomes and documentation.
Cross-Functional Coordination & Leadership Support- Coordinate closely with C-suite executives and senior leadership across the organization to support CEO and President's Office priorities.
- Maintain and regularly update shared trackers and strategic planning documents, ensuring accuracy, clarity, and timely distribution.
- Serve as a central point of contact for cross-functional efforts, enabling smooth information flow and collaboration.
- Lead or support cross-departmental initiatives, including conference engagement planning and CEO-related opportunities.
Operations, Finance & Administrative Support- Process expense reports, invoices, and reimbursements for the President's Office in alignment with financial policies and timelines.
- Prepare CEO travel expense reports, ensuring accuracy and adherence to compliance requirements.
- Lead supply management for the President's Office team, including inventory tracking and ordering.
- Maintain strong working knowledge of internal systems, procedures, and approval workflows.
Conference & External Engagement Support- Lead cross-functional coordination to identify, assess, and secure strategic conference and external engagement opportunities for the CEO.
- Collaborate with internal teams to ensure preparation of remarks, briefing documents, and event materials.
- Manage conference-related logistics, deadlines, and communications to ensure successful participation.
Additional Duties- Perform other administrative, operational, and project-based tasks as assigned to support the President's Office and organizational leadership.
- Exercise discretion and maintain strict confidentiality at all times.
Key Working Relationships- Position Reports to: Reports into the Sr. Director, Policy & Planning (Chief of Staff) to the President and CEO in the President's Office.
- Internal: Works closely with departments across the organization. Key stakeholders include the President/CEO; Executive Board; Executive Board Assistants; the Vice Presidents, USA Philanthropy; Board Engagement and the Global Board Communications Specialist; and other President's Office team members.
- External: High-level stakeholders
Work / Educational Experience- Bachelor's degree preferred;equivalent relevant experience will also be considered.
- 3-6 years of relevant work experience in a fast-paced environment, with gradually increasing responsibilities and a track record of high performance.
- Prior experience working as an administrative assistant.
- Experience working in a non-profit business development department a plus.
- Experience working with high net-worth individuals and/or senior partners a plus.
- Proven ability to work closely with C-suite leaders, managing communications, priorities, and cross-functional coordination at the executive level.
Demonstrated Skills and Competencies - Bring a can-do attitude, flexibility, and resilience to navigate ambiguity, shifting priorities, and setbacks with positivity
- Ability to pivot and adapt to rapidly changing circumstances
- Thrives in a dynamic, fast-paced environment. Calm under pressure.
- Outstanding attention to detail and problem-solving skills
- Strong organizational and time-management skills to deliver on tight deadlines and make progress against multiple demands
- Excellent interpersonal and communication skills, interacting with a variety of internal and external contacts with confidence and poise
- Strong listening skills and the ability to accurately follow guidance
- Maintains the highest standards of discretion and confidentiality in handling sensitive information
- Ability and interest to work both independently and in a complex, cross-functional team structure
- Proactive, takes initiative and anticipates needs
- Cordial and kind demeanor in all interactions, fostering a welcoming and collaborative environment
- Experience with Outlook email and calendar and familiarity with complex scheduling
- Highly proficient in Microsoft Office suite; strong in database management and Adobe Acrobat Pro experience
Working Environment- Hybrid work with an average of 3-4 days per week in our NYC headquarters.
Compensation: ($80,000 - $95,000). Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.
