Executive Assistant to the CEO/COO

The Executive Assistant (EA) to the CEO/COO is a trusted role responsible for providing comprehensive administrative support to the CEO/COO. The EA facilitates calendar management, communication, coordinating, and ensuring the efficient operation of the Executive Office. The ideal candidate is proactive, highly organized, detail-oriented, and able to manage sensitive information with the utmost discretion and professionalism in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

The following duties are mandatory requirements of the job:

Executive & Administrative Support

• Provide high-level administrative and operational support to the CEO/COO, ensuring seamless day-to-day operations
• Manage complex and dynamic calendars, including scheduling, prioritizing, and coordinating meetings across internal and external stakeholders
• Serve as a gatekeeper for the CEO/COO office by managing email, correspondence, and communications with discretion and sound judgment
• Prepare, review, and organize briefing materials, reports, presentations, and executive correspondence with a high level of accuracy and professionalism
• Maintain and safeguard confidential records, files, and sensitive information with the highest level of discretion
• Anticipate executive needs and proactively address administrative and operational priorities to ensure efficiency and continuity
• Oversee expense reporting, invoice processing, and budget tracking for the CEO/COO office with accuracy and timeliness
• Support broader office operations and cross-functional initiatives as needed

Operations & Project Management

• Support the tracking and advancement of organizational goals, strategic initiatives, and key projects, ensuring alignment with executive priorities
• Partner with the AVP of Operations Administration to coordinate cross-departmental activities and drive follow-up on action items across the CEO/COO’s vertical
• Facilitate communication and progress tracking for key internal groups and initiatives, including the All Staff Committee, Policy and Operations Compliance Committee, Triad, and Train-the-Trainer program
• Monitor timelines, priorities, and deliverables to ensure accountability and timely execution across initiatives

Stakeholder Engagement

• Facilitate clear, timely, and professional communication with internal and external stakeholders, including clients, donors, partners, community leaders, and vendors
• Draft and manage executive-level correspondence on behalf of the CEO/COO with a high degree of accuracy and professionalism
• Represent the executive office with professionalism, sound judgment, and a strong commitment to GMHC’s mission and values

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 Core Competencies

• Adaptability: Demonstrated ability to thrive in a fast-paced, high-volume, and evolving environment, successfully balancing competing priorities and adapting to changing demands
• Discretion & Integrity: Proven ability to handle confidential and sensitive information with sound judgment, professionalism, and a high level of integrity
• Organized: Ability to prioritize and manage competing demands in a fast-paced, high-volume environment while maintaining a high degree of accuracy, efficiency, and attention to detail
• Communication: Strong written and verbal communication skills, with the ability to effectively engage and communicate across all levels of the organization and with a range of external stakeholders and partners.
• Mission Alignment: Demonstrated understanding of and commitment to GMHC’s mission, values, and the communities we serve.