Executive Assistant

Executive Assistant

Location

1 Smith Street, Brooklyn, NY 11201 (on-site five days per week)

Reports To

Executive Director & Chief of Staff

About The HOPE Program

The HOPE Program (HOPE) empowers New Yorkers to build stronger futures through comprehensive training, employment, career advancement, and lifelong support. For forty years, HOPE has stood as a pillar for individuals facing systemic barriers to economic opportunity.

Our vision of a Home Of Prosperity and Empowerment goes beyond traditional job placement. We prepare participants for meaningful, sustainable careers while working to address systemic challenges in underserved neighborhoods. Through our signature workforce development initiatives and holistic support services, we empower individuals to overcome unemployment, underemployment, and financial instability — creating lasting change for themselves and their communities.

Our employees embody HOPE’s core values—Heart, Opportunity, Purpose-Driven, and Excellence—by embracing a growth mindset, showing empathy, and remaining deeply committed to the individuals we serve. We are committed to breaking the cycles of poverty and exclusion that impact so many in our city.

Position Summary

The Executive Assistant is a trusted partner to the Executive Director and senior leadership team. The role keeps leadership organized and moving: managing the Executive Director's calendar and correspondence, preparing for meetings, tracking follow-ups, and supporting board and funder engagement. The Executive Assistant is also a welcoming first point of contact for HOPE: greeting all stakeholders who visit our main site, connecting them to the right people, and managing the main phone line and mail. The Executive Assistant notices what needs to happen, connects the Executive Director's office with teams across HOPE, and takes initiative without waiting to be asked. The role reports to the Executive Director and the Chief of Staff and works closely with the senior leadership team. This is a great opportunity for a motivated recent college graduate who wants to grow in nonprofit leadership, and a strong fit for someone with proven executive or administrative support experience.

Key Responsibilities

Executive Director Support

• Manage the Executive Director's calendar, scheduling, and meeting coordination, balancing priorities and protecting time for strategic work.
• Manage the Executive Director's correspondence: sort her inbox and mail, flag urgent items, draft replies, letters, and thank-you notes, and follow each item through to completion.
• Prepare the Executive Director for each day and week with agendas, briefing notes, and background materials.
• Coordinate the Executive Director's external meetings, events, and travel.
• Collect and submit the Executive Director's receipts and expense reports on time.

Senior Leadership Team Support

• Schedule senior leadership team meetings, prepare agendas, take notes, and track decisions and action items.
• Follow up with leaders on deadlines and action items, and remind owners before items slip.
• Create and maintain trackers, shared calendars, and records for leadership priorities.
• Support senior leaders with scheduling, document preparation, and special projects as needed.

Executive Office Operations

• Keep the Executive Director's files, documents, and shared drives organized and easy to find.
• Route documents for review, approval, and signature, and track them to completion.
• Serve as a link between the Executive Director's office and staff across departments, so information and requests get to the right place quickly.
• Partner with the Operations team on logistics for leadership meetings, board meetings, and events.
• Coordinate funder visits, site tours, and partner meetings, including scheduling, materials, and follow-up.
• Keep contact lists and records for funders and key partners up to date.

Visitor Welcome, Main Phone Line & Mail

• Greet all stakeholders who visit HOPE's main site, including participants, board members, funders, partners, and community members, and connect them to the right staff member or resource.
• Manage HOPE's main phone line: answer calls, review voicemail daily, and route messages to the right staff the same day.
• Manage mail for the main site: receive, sort, and distribute incoming mail and packages, and send outgoing mail.
• Prepare for visits from guests of the Executive Director and senior leadership, so each visit runs smoothly.
• Provide backup coverage at the front desk when needed, in coordination with the Operations team.

Minimum Qualifications

• Bachelor's degree, executive or administrative support experience, or both. Recent college graduates are encouraged to apply.
• Experience supporting a senior leader, or managing a busy calendar and inbox, is a plus.
• Strong judgment and discretion with confidential information, including board, personnel, and financial matters.
• A self-starting mindset, with a habit of anticipating needs and solving problems before they grow.
• Excellent written communication skills, including drafting professional emails and letters.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities for several leaders.
• A warm, professional presence, in person and on the phone, with participants, board members, funders, and partners.
• Proficiency with Microsoft Office and/or Google Workspace, especially Excel or Sheets. Salesforce experience is a plus; we will train the right candidate.
• Commitment to HOPE's mission of advancing economic mobility through green careers.
• Spanish or another language spoken by HOPE participants is a plus.

Work Environment

• This position works on site at HOPE's main office five days per week; the work schedule may occasionally include early morning or evening hours for meetings and events.
• Work hours for this position may be subject to change based on organizational needs. Employees may be required to adjust their schedules, including working outside of standard business hours, as necessary to fulfill the responsibilities of the role.
• Employees serve as ambassadors of The HOPE Program and may be called upon to represent the organization at community events, partner meetings, public forums, and other external engagements, helping to advance our mission and strengthen relationships with stakeholders, including employers and community partners.

Salary and Benefits

The annual salary for this position is $45,000 - $50,000. This is a non-exempt position, eligible for overtime. HOPE provides a full package of benefits including healthcare, vision and dental insurance, retirement plan, competitive vacation (plus half-day Fridays during July and August), and 12 paid holidays.

The HOPE Program is an equal opportunity employer.