Executive Assistant & Strategic Project Coordinator

AGENCY BACKGROUND:

Northern Manhattan Improvement Corporation (NMIC) is a community-based, not-for-profit settlement house founded in 1979 that has grown into a leading multi-service agency with over 140 staff members serving New York City with a focus on upper Manhattan and the Bronx. Our mission is to serve as a catalyst for positive change in the lives of the people in our community on their paths to secure and prosperous futures. Integration is the cornerstone of NMIC’s programs, and our staff can identify and address a broad array of immediate needs through comprehensive crisis intervention services. With their crises resolved, clients move seamlessly to capacity building services through our holistic programs designed to transition individuals and families to self-sufficiency.

ABOUT OUR EXECUTIVE DIRECTOR:

Maria Lizardo, LMSW, serves as the Executive Director of NMIC, where she began her tenure in 1998 as Director of Social Services. Under her leadership, NMIC has strengthened its settlement house model, now directly serving approximately 14,000 individuals each year and reaching an additional 32,000 household members. Her vision has positioned NMIC as a leading institution for community empowerment, advancing housing stability, education, economic mobility, and justice. Maria holds several leadership roles across prominent organizations, including serving as Board Chair of Human Services Action, and as a board member of the National Dominican Day Parade, New York Foundation, Riverside Park Conservancy, United Neighborhood Houses, and West Side Campaign Against Hunger. She is a co-founding member of New York Latinas Against Domestic Violence, which organizes the annual Brides’ March, and serves as co-chair of the Manhattan District Attorney’s Special Victims Division Advisory Council. Most recently, Maria was honored by the New York State Senate with the Women of Distinction Award for her advocacy and service to communities across New York and by the Deputy Mayor during Hispanic Heritage Month for her leadership and contributions to the city’s Latino community. Maria’s career reflects a lifelong dedication to advancing equity and opportunity for New Yorkers. She is known for her collaborative leadership style, her ability to bring diverse partners together around shared goals, and her unwavering commitment to the communities NMIC serves.

Job Title: Executive Assistant & Strategic Projects Coordinator

Department: Administration

Reports To: Executive Director (primary)

Reports To: Director of Development (secondary)

Location: Main Office: 45 Wadsworth Avenue, NY, NY 10033

FLSA Status: Exempt

Work Model: Hybrid

POSITION SUMMARY:

The Executive Assistant & Strategic Projects Coordinator role is a trusted extension of the Executive Director’s office, ensuring her priorities move forward smoothly and efficiently. This position manages the ED’s complex calendar, correspondence, and workflow, while also providing support at meetings, coordinating select projects, and serving as a Board and development liaison. Special projects may include organizing executive-level meetings and retreats, preparing materials or reports that inform the ED’s presentations or decisions, coordinating cross-departmental initiatives, and ensuring key actions and outcomes from events or partnerships are documented and advanced. The role serves as a conduit between the ED and internal/external stakeholders, ensuring timely follow-up, clarity, and execution, while maintaining alignment with the ED’s direction and priorities.

The ideal candidate is highly organized, detail-oriented, and proactive, with strong judgment and discretion. They thrive in a fast-paced environment where priorities shift quickly and anticipating the ED’s needs is central to success.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Executive Director Support

• Manage the ED’s demanding calendar with precision, prioritizing and scheduling critical meetings and engagements within 24 hours of being cc’d on requests.
• Oversee the ED’s inbox, triaging messages, drafting correspondence, and ensuring prompt attention to urgent matters.
• Prepare briefing materials, talking points, and follow-up notes for meetings.
• Track and follow through on the ED’s commitments, ensuring deadlines and priorities are met.
• Coordinate logistics for internal and external meetings, including space reservations, catering, and technology support.
• Handle sensitive information with the highest level of discretion and professionalism.
• Coordinate basic finance-related administrative tasks, including collecting and coding receipts, and reconciling the ED’s credit card statements in collaboration with the Finance team.

Strategic Projects & Representation

• Coordinate projects and assignments prioritized by the ED, including executive-level meetings and retreats as well as select cross-departmental initiatives.
• Prepare materials or reports that inform the ED’s presentations or decisions.
• Attend select meetings and events on behalf of the ED to capture insights, relay information, and maintain continuity of communication, ensuring the ED remains fully informed while decisions and direction stay aligned with her leadership.
• Capture and organize key information, outcomes, and decisions from meetings or events, ensuring the ED has the context and materials needed to act efficiently.

Board & Development Coordination

• Assist in preparing for Board meetings, including compiling materials, drafting agendas, and ensuring timely distribution.
• Coordinate directly with Board members for scheduling and follow-ups, ensuring smooth communication with the ED.
• Partner with development leadership by attending pipeline meetings, capturing notes, and ensuring the ED’s follow-ups are completed.
• Support donor and partner meeting logistics, including scheduling and preparing briefing documents that align with the ED’s priorities.

Additional related responsibilities may be assigned.

Qualifications

• Demonstrated experience supporting a senior executive (ED/CEO or equivalent) in a fast-moving, high-volume environment, including complex calendar/inbox management, confidential matters, and cross-department coordination.
• Proven ability to manage end-to-end meeting logistics (agendas, materials, briefing notes, follow-ups) and to support board-related prep and documentation.
• Exceptional written communication; concise emails, briefing memos, and professional correspondence; strong proofreading and judgment on tone.
• Strong judgment, discretion, and independence; adept at prioritization, triage, and anticipating needs under shifting deadlines.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and Zoom/Teams; comfort learning CRM and project management tools.

Preferred

• Experience coordinating with Development/Advancement (donor touchpoints, event prep).
• Familiarity with CRM (e.g., Salesforce) and project management tools (e.g., Asana/Monday).
• Bachelor’s degree preferred, or equivalent combination of education, training, and experience.

SALARY/BENEFITS:

NMIC offers a generous benefits package including medical, dental, life, and disability insurance; paid time off consisting of 20 vacation days, 15 sick days, 5 personal days, 11 agency holidays, plus the week off from Christmas Eve through New Year's Day; a 401k with agency contribution; and other benefits.

Salary Range: $80,000 - $92,000

NMIC IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

NMIC is an Equal Opportunity Employer and actively encourages candidates of diverse backgrounds to apply for employment. Applicants must meet the minimum requirements in terms of qualifications. An equivalent combination of education and experience will be considered unless specifically stated otherwise.