Senior Executive Assistant to the Chief Executive Officer

• Serve as the primary executive support partner to the CEO and operates as an extension of the CEO’s office.
• Manage a complex and dynamic calendar while balancing competing priorities.
• Ensure the CEO’s time is aligned with organizational goals and strategic priorities.
• Anticipate needs, identify potential conflicts, and develop solutions before issues arise.
• Prepare the CEO for meetings, presentations, media appearances, donor engagements, board activities, and public events through commissioning and compiling comprehensive briefing materials and background research.
• Draft, edit, and proofread correspondence, presentations, reports, speeches, talking points, and executive communications.
• Track key decisions, deadlines, commitments, and follow-up actions across multiple initiatives.
• Operate as a trusted advisor and thought partner to the CEO on administrative, operational, and organizational matters.
• Serve as a proxy for the CEO when appropriate, ensuring important matters continue to move forward effectively.

• Coordinate and monitor cross-functional initiatives on behalf of the CEO.
• Coordinate follow-up actions and accountability to ensure priorities remain on track.
• Support leadership meetings, Board meetings, strategic planning sessions, donor engagements, and organizational convenings.
• Work across departments to facilitate timely execution of CEO priorities and organizational commitments.
• Identify opportunities to improve workflows, processes, communication, and operational efficiency.
• Help resolve organizational issues by gathering information, coordinating stakeholders, and driving appropriate follow-through.

• Serve as a key point of contact for internal and external stakeholders on behalf of the CEO.
• Build positive and productive relationships with Board members, donors, elected officials, academic leaders, corporate executives, community partners, and other stakeholders.
• Coordinate communication and follow-up with senior stakeholders. Navigate sensitive and complex situations with discretion, composure, and emotional intelligence.
• Represent the CEO and The Exchange with professionalism and credibility at all times.
• Maintain strong working relationships across the organization and with external partners.

• Coordinate and manage a high volume of internal and external meetings on behalf of the CEO. Coordinate scheduling across multiple stakeholders, organizations, and time zones.
• Prepare agendas, briefing materials, meeting notes, talking points, and follow-up communications. Conduct or commission background research and gather relevant information to ensure the CEO is fully prepared for meetings and engagements.
• Ensure meetings are executed professionally and efficiently, with all necessary materials prepared in advance.
• Track meeting outcomes, decisions, commitments, and follow-up actions.
• Ensure appropriate stakeholders are informed and action items are completed.

• Support the CEO in preparing speeches, presentations, remarks, talking points, correspondence, and other executive communications.
• Coordinate with internal teams to gather information and materials needed for executive communications.
• Support preparation for media interviews, public appearances, conferences, donor meetings, and other high-profile engagements.
• Ensure communications and materials reflect the appropriate level of professionalism, accuracy, discretion, and organizational voice.

• Support the CEO’s engagement with the Board of Directors and other governance bodies.
• Assist with preparation for Board meetings, committee meetings, donor engagements, and strategic discussions.
• Coordinate materials, schedules, logistics, and follow-up associated with high-level stakeholder engagements.
• Support donor and philanthropic engagement activities in partnership with internal teams.

• Manage sophisticated domestic and international travel arrangements for the CEO.
• Coordinate flights, accommodation, transportation, visas, meeting schedules, and executive logistics.
• Manage last-minute travel changes, cancellations, flight disruptions, weather-related delays, and other unforeseen challenges.
• Maintain extensive familiarity with New York City transportation systems, airports, hotels, venues, and executive travel logistics.
• Ensure seamless execution of executive travel and related stakeholder engagements.

• Manage logistics for executive events, retreats, conferences, donor engagements, Board activities, and other high-profile organizational events.
• Coordinate multiple stakeholders, vendors, venues, schedules, and materials to ensure successful execution.
• Support special projects and strategic initiatives led by or assigned through the CEO’s office.
• Take ownership of time-sensitive and high-priority assignments requiring discretion, initiative, and independent judgment.

• Coordinate and process CEO-related expense reports and supporting documentation.
• Assist with executive-level administrative and financial tracking as needed.
• Maintain organized records and documentation related to executive activities.
• Support appropriate administrative processes associated with the CEO’s office.

• Handle highly sensitive organizational, personnel, financial, governance, legal, fundraising, and strategic information with complete discretion.
• Exercise exceptional judgment when responding to sensitive and confidential matters.
• Maintain professionalism and composure under pressure.
• Demonstrate a service-oriented mindset and commitment to excellence.
• Protect the confidentiality and integrity of information entrusted to the CEO’s office.
• Maintain appropriate boundaries and discretion when working with senior leaders and external stakeholders.

• Bachelor’s degree or equivalent professional experience.
• Minimum of 8 years of progressively responsible executive support, operations, administration, project coordination, or related experience.
• Demonstrated experience supporting a CEO, President, Executive Director, Founder, or other senior executive leader.
• Significant experience operating and ability to prioritize in complex, fast-paced, or high-growth environments.
• Extensive experience managing highly complex calendars with competing priorities and frequent changes.
• Extensive experience coordinating domestic and international executive travel.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to exercise discretion, maintain confidentiality, and use sound judgment.
• Strong project management and cross-functional coordination skills.
• Advanced proficiency with Microsoft Office Suite, Outlook, Teams, Zoom, PowerPoint, and related productivity tools.
• Ability to work evenings, weekends, and outside traditional business hours when required.
• Ability to work independently with minimal supervision and exercise appropriate judgment regarding escalation.

• Experience supporting executives within nonprofit, philanthropy, climate, sustainability, public policy, academic, government, or other mission-driven organizations.
• Familiarity with fundraising operations, donor stewardship, and Board governance.
• Experience supporting organizations during periods of rapid growth, organizational transformation, or startup development.
• Familiarity with New York City’s nonprofit, philanthropic, academic, government, and business communities.
• Experience performing Chief of Staff-adjacent responsibilities, including executive operations, stakeholder management, strategic planning support, organizational problem-solving, and cross-functional project coordination.

You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.