Chief Executive Assistant

Job Description

Job Description

Reports To: CEO

Program: Administration

Location: Fully Onsite, Tarrytown, NY

FLSA Status: Exempt; Full-Time  

Hours Per Week: 35

Salary Range: $60,000 - $80,000

Join Us! Join us at Greater Mental Health of New York, where our mission is to promote mental wellness through advocacy, community education, and direct services. We empower individuals and families on their unique journeys to recovery, honoring their rights to self-determination, choice, and collaboration. With evidence-based practices and a focus on trauma-responsive care, our dedicated team provides comprehensive services to thousands and fosters independence and resilience within our community. If you're passionate about making a difference in mental health and creating brighter futures for individuals and families throughout the Lower Hudson Valley region, apply today!

Benefits Summary

• Retirement: 403(b)-with employer contribution after 1 year of service
• Flexible Work Arrangements: subject to business needs, including hybrid options.
• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off-15 days per year
• Paid sick time-12 days per year
• Employer paid Holidays-11 days per year
• Professional Development: Opportunities for advancement, training programs, and support for certifications and continuing education.
• Additional Perks: Free EAP services and employee discounts (travel, hotels, movie tickets, theme parks, services, electronics, auto, shopping, and more)!
• Gym reimbursement through employer's medical insurance carrier.
• Public Service Loan Forgiveness (PSLF): qualifying employer

Summary Description:

The Chief Executive Assistant will lead and oversee the Office of the CEO, ensuring proactive and seamless support across scheduling, travel, and daily operations. They will be responsible for all key executive engagements, including Board of Directors meetings, fundraising events, and executive offsites, while collaborating closely with the Executive Team to drive alignment on priorities, initiatives, and accountability.

This individual will communicate with internal and external stakeholders on behalf of the CEO. In order to do this, they must anticipate issues requiring executive attention and proactively address potential barriers to progress. The Chief of Staff must ensure that the CEO and Executive Team’s time, focus, and energy are consistently directed toward the organization’s highest-impact priorities, enabling efficient decision-making and sustained organizational performance.

Responsibilities:

General Administration

Executive Office Management

• Lead and manage the operations of the Office of the CEO, ensuring proactive support of the CEO's strategic priorities, daily activities, travel, and scheduling needs.
• Coordinate and manage a complex executive calendar, tracking key deadlines, meetings, events, and commitments.
• Manage CEO logistics and materials for Board meetings, executive retreats, speaking engagements, and other high-profile events.
• Serve as a primary point of contact for stakeholders seeking access to the CEO, ensuring appropriate prioritization and responsiveness.
• Independently draft, edit, and finalize correspondence, presentations, reports, and communications on behalf of the CEO and Executive Office.
• Review, prioritize, and manage CEO email communications with professionalism, confidentiality, and sound judgment.
• Facilitate communication and information flow among executive leadership, staff, board members, and external partners.
• Provide accurate data, reports, and administrative support to members of the executive leadership team as requested.
• Coordinate complex meetings involving senior leadership and external stakeholders.

Executive and Organizational Coordination

• Partner with executive leadership to coordinate organizational initiatives, projects, priorities, and follow-up activities.
• Support the development, review, and maintenance of agency policies and procedures, ensuring timely review by the CEO and Executive Team.
• Monitor action items and organizational commitments, ensuring accountability and timely completion.

Board Governance and Administration

• Serve as primary staff liaison to the Board of Directors and its committees.
• Coordinate all Board and committee meeting logistics, including scheduling, materials preparation, attendance, and follow-up.
• Record, prepare, and distribute accurate meeting minutes and maintain related records.
• Track Board and committee action items and ensure appropriate follow-up.
• Maintain official Board records, including Board and committee rosters, member terms, agreements, and governance documents.
• Support Board recruitment and onboarding activities, including maintaining candidate records, coordinating interviews and orientation meetings, and preparing onboarding materials.
• Attend Board and committee meetings as requested by the CEO.

Core Competencies

• Executive-level administrative support
• Board governance and administration
• Project and meeting management
• Written and verbal communication
• Relationship management and stakeholder engagement
• Confidentiality and discretion
• Organizational and time management skills
• Strategic coordination and problem-solving

Key Performance Indicators (KPIs): 

• Consistent on-time completion of executive and board-related projects, initiatives, and deliverables.
• Effective communication and collaboration with the CEO, Executive Team, Board of Directors, and external stakeholders.
• Exceptional organization and coordination of the CEO's schedule, commitments, and priorities.
• Proactive management of deadlines to ensure the CEO, Executive Team, and Board meet key organizational obligations.
• Timely preparation and distribution of board materials, meeting minutes, action items, and follow-up communications.
• Continuous improvement of administrative systems, workflows, and processes that enhance efficiency and effectiveness.
• Accurate and timely tracking of strategic plan initiatives and organizational priorities.
• Ability to work independently, exercise sound judgment, and complete high-quality work with minimal supervision.
• Demonstrated ability to handle confidential and sensitive information with the highest degree of discretion and professionalism.
• Strong problem-solving skills with a proactive, resourceful, and solution-oriented approach.
• Proficiency in preparing concise, accurate, and timely meeting minutes and documentation.
• Ability to build effective working relationships with board members, executives, staff, community partners, and external stakeholders.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related productivity applications.

Requirements

• Bachelor's degree in Business Administration, Public Administration, Communications, Nonprofit Management, or a related field preferred.
• Minimum of five (5) years of progressively responsible executive support experience, preferably supporting a Chief Executive Officer, Executive Director, or senior leadership team.
• Experience working with a Board of Directors and supporting governance functions strongly preferred.
• Demonstrated experience managing complex executive calendars, board meetings, and organizational projects.
• Experience preparing executive-level correspondence, reports, presentations, and board materials.
• Must be and maintain clearance by applicable regulatory agencies as required:
  • NYS Justice Center through fingerprinting for a Criminal History Records search. 
  • DCJS New York State Sex Offender Registry. 
  • Justice Center for the Protection of People with Special Needs Staff
  • Exclusion List (SEL) and the New York State Medicaid Exclusion List

Special Considerations : 

• Position may require extended periods of sitting and computer-based work.
• Work hours, reporting structure, and on-site location are subject to change based on program needs.

Mandated Reporter:

This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report. 

 

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.