Senior Executive Assistant & Office Manager

Company Description: Harlem Commonwealth Council, Inc. (HCC) is a 501(c)(3) community development organization committed to advancing economic opportunity in Upper Manhattan and the Bronx and strengthening the vibrant multicultural communities it serves. Since 1967, HCC has supported the greater Harlem community through business development, academic empowerment, entrepreneurship, and programs that foster self-sufficiency and long-term economic mobility.

Role Description:

Executive Support to the CEO

• Own and strategically manage the CEO’s calendar, proactively resolving conflicts and safeguarding key priorities.
• Serve as the primary gatekeeper to the CEO, exercising sound judgment in triaging communications and elevating matters requiring executive attention.
• Draft, refine, and manage correspondence on behalf of the CEO with precision, discretion, and a Ensure the CEO is thoroughly prepared for all meetings through high-quality briefing materials, background research, agendas, and follow-up tracking.
• Coordinate complex domestic and international travel, including detailed itineraries, logistics, and contingency planning.
• Produce polished, executive-level presentations, reports, and written materials.
• Monitor action items and strategic commitments arising from meetings, initiatives, and engagements.
• Manage highly sensitive and confidential information with the highest level of discretion and professionalism.

Board and Stake Holder Engagement

• Lead the coordination of logistics, materials, and minutes for Board of Directors and committee meetings.
• Prepare high-caliber board books, presentations, and supporting materials in close partnership with the CEO.
• Serve as a trusted liaison between the CEO’s office and board members, donors, and senior external stakeholders.
• Maintain accurate and well-organized records of board correspondence, governance documents, and formal resolutions.

Office Management & Operations

• Provide leadership for day-to-day office operations, ensuring a professional, efficient, and welcoming workplace environment.
• Oversee vendors, service agreements, facilities, supplies, equipment, and technology coordination to support seamless operations.
• Establish, implement, and reinforce office policies, procedures, and operational best practices.
• Support onboarding logistics for new hires, including workspace readiness, equipment provisioning, and access arrangements.
• Manage incoming and outgoing mail, deliveries, and visitor reception with professionalism and efficiency.
• Oversee office-related budgets, expense reporting, reimbursements, and corporate card reconciliation.
• Plan and coordinate internal staff events, leadership meetings, and retreats.

Other Duties

• Perform other related duties as assigned to support the mission and goals of the organization.

Key Competencies

• Executive Presence: Demonstrates polish, credibility, and confidence in interactions with senior leaders, board members, and external stakeholders.
• Judgment & Discretion: Exercises sound decision-making under pressure and maintain absolute confidentiality with sensitive information.
• Anticipation: Proactively identifies needs, foresees challenges, and resolves issues before they escalate.
• Communication: Brings exceptional written and verbal communication skills, including the ability to draft polished correspondence on behalf of the CEO.
• Organization: Demonstrates mastery of calendar management, prioritization, and the coordination of multiple complex workstreams.
• Adaptability: Thrives in a dynamic environment, responds effectively to shifting priorities, and maintains momentum through change.

Qualifications:

• Bachelor’s degree required; an advanced degree or relevant professional certifications are a plus.
• 7–10 years of progressively responsible experience supporting C-suite executives, including at least 3 years of office management leadership.
• Demonstrated success supporting a CEO in a fast-paced, high-visibility environment.
• Experience engaging with board members and senior external stakeholders.
• Advanced proficiency in Microsoft Office Suite and modern productivity platforms such as Asana, Monday, Notion, Salesforce, or Adobe.
• Proven ability to work effectively in a multicultural environment; experience in nonprofit or community development settings is preferred