Executive Assistant & Office Manager to COO

Executive Assistant & Office Manager

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise. Join UP! We are lighting the path home, one person at a time. About Urban Pathways

Since 1975, Urban Pathways has engaged New York City's most vulnerable residents, people on the streets or in areas unfit for human habitation, "lighting the path home, one person at a time." Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary

The Executive Assistant & Office Manager will provide high-level administrative support to the Chief Operating Officer (COO), Admin Office and as needed, to Board members, ensuring efficient operations and effective communication across the executive office. This role requires a highly organized, detail-oriented, and proactive individual who can manage multiple priorities in a fast-paced environment. The Executive Assistant & Office Manager will handle confidential information with discretion, coordinate executive calendars, prepare reports and presentations, and serve as a liaison between the executive team and internal/external stakeholders. The Executive Assistant & Office Manager will be an active listener, critical and strategic thinker and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

• Provide direct administrative support to the COO, Sr. Team and Board members, including managing calendars, scheduling meetings, and handling travel arrangements.
• Monitor and manage emails and communications on behalf of the COO.
• Act as the point of contact between executives and internal/external clients, ensuring effective communication and follow-up.
• Prepare and edit correspondence, presentations, reports, and other documents for executive review and approval.
• Coordinate and organize board committee meetings, including agenda preparation, minute-taking, and distribution of materials.
• Assist with strategic projects, ensuring deadlines are met and tasks are completed accurately.
• Handle confidential and sensitive information with the utmost discretion.
• Manage special projects assigned, ensuring successful completion and alignment with organizational goals.
• Support board-related activities, including assisting with event planning, documentation, and communication with board members.

Board Support

• Serve as a primary contact for the Committee members from the Board of Directors, ensuring timely communication and coordination.
• Assist with the planning and managing logistics for board and committee meetings, including preparing materials, distributing board packets, and organizing meeting logistics (virtual or in-person).
• Support the committee of the board in governance-related tasks, including tracking key decisions, and maintaining board records.

Project Management

• Oversee special projects assigned by the COO ensuring deadlines and deliverables are met.
• Collaborate with cross-functional teams to advance strategic initiatives such as facilities management and admin office management (2 floors).

Administrative Management

• Manage the flow of information and documents between the COO and department leaders.
• Ensure compliance with organizational policies and procedures in communications and processes.
• Handle expense reports, reimbursements, and budget tracking for the executive office.
• Provide supervision to the front desk receptionist and guidance to the administrative support.

Event Coordination

• Organize and coordinate events and retreats.
• As needed, assist with planning other important events for the organization.

Stakeholder Relations

• Foster and maintain positive relationships with key stakeholders, including donors, partners, community leaders, and governmental agencies.
• As needed, represent the organization at events, meetings, and presentations, acting as an ambassador of the executive office.

Other related duties as assigned.

Qualifications, Education and Experience

• Bachelor's degree in Business Administration, Nonprofit Management, Communications, or a related field preferred.
• Minimum of 5-7 years of experience providing executive-level support, preferably in a nonprofit environment.
• Knowledge of New York City social services contracts preferred.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• The ability to handle multiple priorities and work independently in a fast-paced environment.
• High level of discretion, professionalism, and attention to detail.
• High level of accountability, reliability, and responsiveness.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams).
• Knowledge of NYC PASSPort system is a plus.
• Project management experience is a plus.

Attributes

• Demonstrated commitment to the mission and values of the organization.
• Collaborative and adaptable, with a positive attitude and ability to work well under pressure.
• High emotional intelligence and interpersonal skills to handle interactions with senior leadership, board members, and external stakeholders.

License

• Notary Public Required.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various program sites.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.