Executive Assistant to the Chief Advancement Officer

We are seeking a highly organized, adaptable, and professional Executive Assistant to support our Chief Advancement Officer. This role requires strong judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced environment.

The ideal candidate is dependable, organized, and skilled at anticipating needs and keeping the CAO’s day-to-day schedule and tasks running smoothly.

This is an onsite position based in New York City, requiring five days onsite each week.

The Role As Executive Assistant to the Chief Advancement Officer, you will serve as a trusted partner responsible for providing high-level administrative and operational support. You will manage a complex calendar, coordinate and support meetings and travel, and help ensure priorities, deadlines, and day-to-day responsibilities are handled effectively. You will work closely with the Advancement team and communicate regularly with internal and external stakeholders. Success in this role requires excellent attention to detail, responsiveness, discretion, and follow-through.

Key Responsibilities

• Manage a complex calendar, schedule meetings, and coordinate appointments.

• Coordinate travel arrangements, itineraries, and related logistics.

• Anticipate scheduling conflicts and adjust plans as priorities change.

• Prepare meeting materials, track action items, and follow up on next steps.

• Support Advancement team meetings, fundraising events, donor-related activities, and special projects as directed.

• Help coordinate meetings and communications with donors, partners, and other key stakeholders.

• Handle confidential and sensitive information with professionalism, judgment, and discretion.

• Maintain organized records and ensure important deadlines and commitments are met.

• Process expenses and support other day-to-day administrative operations as needed. Schedule and Availability Candidates should be able to work from the office 5 days a week and remain responsive during standard business hours.

Who You Are

• Highly organized, with outstanding attention to detail and follow-through.

• Proficient in Google Workspace or Microsoft Office.

• Proactive and able to anticipate needs before they arise.

• Calm, resourceful, and capable of managing multiple priorities.

• Flexible and able to adapt quickly as schedules and priorities change.

• An excellent communicator with strong written and verbal communication skills.

• Professional, discreet, and comfortable handling confidential information.

• Comfortable communicating with donors, partners, and senior stakeholders.

• Able to work independently and collaborate across teams.

• Able to work onsite in New York City five days per week.

• Passionate about contributing to a mission-driven organization.