Organización Sin Fin de Lucro

Executive Assistant and Office Administrator

Presencial, El trabajo se debe realizar en o cerca de New York, NY
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  • Descripción

    Tipo de contrato:
    A Tiempo Completo
    Educación:
    Formación Corta
    Nivel de Experiencia:
    Nivel intermedio
    Salario:
    USD $60.000 - $70.000 / año
    Área de Impacto:
    Infancia & Juventud, Desarrollo de Comunidades, Hambre & Seguridad Alimentaria, Mujeres, Derechos Humanos & Libertades Civiles, Pobreza

    Descripción

    The Hunger Project (THP) is a global non-profit organization whose mission is to facilitate individual and collective action to transform the systems of inequity that create hunger and cause it to persist. We are a global movement of individuals and organizations in 22 countries around the world. Across Africa, South Asia, and Latin America, The Hunger Project works in 9,500 rural communities, reaching 12.5 million people. Our programs are based on an innovative, holistic approach, which supports people living in rural communities to become agents of their own development, address root causes, and make sustainable progress in hunger and poverty reduction.

    Current Hunger Project office locations include:

    USA: Global Office in New York City and multiple home offices.

    13 Program Countries: Bangladesh, Benin, Burkina Faso, Ethiopia, Ghana, India, Malawi, Mexico, Mozambique, Peru, Senegal, Uganda, Zambia.

    8 Partner Countries: Australia, Canada, Germany, Netherlands, New Zealand, Sweden, Switzerland, United Kingdom.

    Position Summary

    The Executive Assistant & Office Administrator provides high-quality, consistent, and strategic support that enables the effective functioning of The Hunger Project’s U.S.-based Global Office and empowers the President & CEO to lead with focus and impact.

    This full-time role serves as both a trusted partner to the President & CEO and the primary steward of the daily operations of the Global Office. As the connective thread across teams, vendors, and guests, the Executive Assistant & Office Administrator ensures that the office environment is professional, welcoming, and aligned with The Hunger Project’s values, while also managing key administrative tasks such as scheduling, travel, and meeting preparation.

    With exceptional judgment, discretion, and attention to detail, this role manages high-level communications and priorities for the Executive Office while also maintaining the systems, coordination, and hospitality that keep the Global Office running smoothly. This position requires a proactive and relational individual who thrives in a fast-paced environment, is comfortable engaging with stakeholders at all levels, and finds purpose in both strategic coordination and behind-the-scenes execution.

    This full-time position is based in The Hunger Project’s Global Office in New York City and reports to the Director of Culture and People Development; regular in-office presence is required.

    We offer highly competitive compensation and comprehensive benefits. The salary range for this position is $60,000-$70,000 USD, not including the $18,000 annual cafeteria plan allowance. This position is nonexempt and is eligible for overtime. The candidate must have eligibility to work in the U.S. and must not require visa sponsorship in the future.

    Essential Functions

    Executive Support & Strategic Coordination: Provide high-level, proactive support to the President & CEO by managing priorities, streamlining communication, and ensuring strategic coordination across teams and stakeholders to maximize executive effectiveness and organizational alignment.

    • Serve as the primary point of contact for the President & CEO on internal and external requests.
    • Manage task and action lists, follow up with stakeholders, and provide regular updates to ensure alignment with priorities.
    • Anticipate needs and proactively present solutions to optimize the President & CEO’s time and focus.
    • Collaborate with colleagues and senior leadership to develop strategic meeting agendas, conduct background research, and compile advance briefing materials; ensure documentation through minutes and timely follow-up on action items to ensure the President & CEO is fully prepared for all meetings.
    • Act as a liaison between the CEO and other staff, ensuring clear follow-up, alignment, and information flow across the executive team.
    • Support the President & CEO in preparing reports for staff and governance bodies, in collaboration with the Deputy CEO and Communications team.
    • Monitor and manage information flow on behalf of the President & CEO, ensuring timely follow-up and alignment across departments.
    • Participate in meetings as needed to take notes, track follow-ups, or serve as proxy for the President & CEO, as required or requested.
    • Maintain well-organized digital and physical filing systems for the Executive Office, including confidential correspondence, reports, and leadership materials.

    Calendar, Communication, and Executive Logistics: Ensure the President and CEO’s time, communications, and travel are managed with precision and professionalism, advancing strategic priorities, supporting seamless execution, and enabling effective leadership across the organization.

    • Manage the President & CEO’s calendar to reflect organizational priorities, including scheduling regular and ad hoc meetings across time zones.
    • Maintain and update shared calendars, including executive travel schedules and organization-wide events, to ensure accurate and up-to-date information.
    • Confirm meeting details in advance, coordinate logistics, and prepare briefing materials to ensure the CEO is well-informed and set up for success.
    • Draft, edit, and proofread correspondence and talking points for internal and external communications.
    • Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transport, and visa needs.
    • Collect and organize travel receipts; prepare and submit accurate expense reports for the President & CEO in alignment with THP’s policies, including reconciling corporate card transactions and ensuring timely approvals.
    • Review and process travel and expense documentation for the President & CEO’s direct reports, coordinating required approvals and maintaining compliance with internal procedures.

    Office Environment, Hospitality and Culture: Create and maintain a professional, welcoming, and high-functioning office environment that reflects The Hunger Project’s brand and supports a positive workplace culture for staff, visitors, and international guests.

    • Ensure shared office spaces, including the kitchen, break areas, conference rooms, and common areas—are tidy, stocked, and reflective of THP’s hospitality standards.
    • Monitor and replenish kitchen and hospitality supplies (e.g., snacks, coffee, tea, milk, fruit) and maintain updated inventory lists for all office supplies and equipment.
    • Maintain general workspace organization: declutter surfaces, manage cords, tend to office plants, and ensuring the office remains clean, safe, and free of hazards.
    • Prepare for and greet office guests with professionalism and warmth, ensuring a positive and inclusive first impression, including but not limited to elevator access, name badges when necessary, and room readiness.
    • Ensure first aid kits are accessible and fully stocked.
    • Support room booking and setting up for internal meetings, external guests, and events, including refreshments, catering, basic AV setup, and conference room technology checks.
    • Assist with preparations for staff celebrations, holiday gifts, retirements, and other cultural or milestone events.
    • Prepare the office to receive international guests and assist with NYC-based logistics for global gatherings (e.g., food services, supplies, elevator coordination).
    • Help maintain a workspace environment that is on-brand, professional, and reflects THP’s values and hospitality standards.

    Facilities & Logistics Support: Support day-to-day operations by ensuring well-managed equipment, deliveries, storage, and vendor coordination.

    • Oversee the upkeep and functionality of office equipment, including printers, copiers, monitors, and postage machines; coordinate repairs and replacements as needed.
    • Set up, maintain and troubleshoot staff workstations and conference room technology, ensuring all furniture, tech accessories, and A/V equipment (e.g., screens, microphones, and speakers) are fully functional and ready for use.
    • Coordinate with office vendors and service providers to schedule routine and ad hoc maintenance (e.g., cleaning, pest control, floor care); track service quality, handle invoicing, and escalate issues as necessary to support daily operations.
    • Facilitate access to and organization of the off-site storage unit; retrieve or send items as needed for office or event use.
    • Support shipping and receiving needs, including coordinating FedEx, USPS, and courier services and helping track inventory movement between the office, storage unit, and other destinations.
    • Manage deliveries and incoming packages; notify recipients, organize distribution, and handle any issues with vendors or carriers.
    • Serve as a liaison with building management and the landlord, coordinating building access, responding to facility issues, and ensuring compliance with lease terms and office regulations in coordination with the Director of Culture & People Development and Deputy CEO.

    Administrative & Coordination Support: Support the daily functioning of the Global Office through reliable administrative support and coordination.

    • Serve as the front-line contact for the Global Office by answering the main phone line, sorting mail and parcels, and managing general inquiries.
    • Book travel for U.S.-based staff on occasion, including flights, hotels, car rentals, and visa arrangements when needed.
    • Coordinate logistics, itineraries, and per diem support for international staff and board members traveling to the U.S.
    • Support U.S. staff recruitment by scheduling interviews or preparing onboarding materials
    • Manage routine coordination tasks such as confirming vendor appointments and maintaining up-to-date office resources.
    • Support special projects and organization-wide initiatives as requested, including cross-team collaboration and event support (e.g., The Hunger Project’s annual Fall Event and other key moments throughout the year).

    Qualifications

    Education (Minimum Needed and Type of Degree Needed):

    • Minimum Required: Associate’s degree or equivalent experience in administration, office management, business, communications, or a related field.
    • Preferred: Bachelor’s degree or equivalent experience in nonprofit management, international studies, business administration, or related disciplines.

    Work Experience (Minimum needed)

    • Minimum Required: 3-5 years of experience in an executive assistant, office management, administrative operations, or hospitality support role.
    • Preferred: Experience supporting senior leadership in a nonprofit or global setting, with demonstrated ability to navigate fast-paced, cross-functional environments.

    Specialized Knowledge Needed for Job Performance

    • Proficiency with spreadsheets and a working knowledge of Microsoft Excel and Google Sheets.
    • Experience using shared calendars, meeting scheduling tools, and document organization platforms (e.g., Google Drive, Microsoft OneDrive).
    • Familiarity with general office equipment, supply management, and vendor coordination.
    • Understanding professional communication standards within a mission-driven or global organization.

    Skills

    • Strong organizational skills and attention to detail.
    • Ability to manage multiple tasks with limited supervision.
    • Sound judgment and problem-solving skills; able to identify when to escalate issues.
    • Positive, adaptable, and service-oriented mindset.
    • Strong teamwork and interpersonal skills; comfortable working across departments and cultures.
    • Dependable and self-motivated; able to follow through on tasks and meet deadlines.
    • Willingness to learn new tools and take initiative in improving office processes.

    Special Skills

    • Proficiency in Microsoft Office Suite (especially Outlook, Excel, and Word).
    • Experience with Google Workspace (Docs, Sheets, Calendar, Meet).
    • Familiarity with virtual conferencing platforms (Zoom, Teams, etc.) is a plus.

    Other

    • Clear and professional written and verbal communication.
    • Ability to handle confidential information with integrity.
    • Flexibility to adjust to occasional schedule shifts based on office needs or event support.
    • Fluency in Spanish and/or French is a plus but not required.
    • Commitment to THP’s values, including an understanding of and compatibility with our principles and philosophy. The successful candidate will work with a team that loves what they do and feels it is a privilege to serve this mission.

    Benefit Highlights

    The Hunger Project is pleased to offer a competitive compensation and benefits package, which includes; a cafeteria plan that allows employees to choose from a variety of pre-tax benefits that may include, but are not limited to health, dental, vision and much more, retirement savings plan with employer match and contributions, personal time off that increase with tenure, bank holidays, sick leave, flexible work arrangements, an Employee Assistance Program, life and disability insurance, paid family leave.

    How to Apply

    Ready to bring your organizational skills, strategic mindset and heart for service to a global mission? We’d love to hear from you. Please send your letter of interest, resume, and salary expectations to apply@thp.org with “Executive Assistant & Office Administrator” in the subject line.

    The Hunger Project (THP) is a global non-profit organization whose mission is to facilitate individual and collective action to transform the systems of inequity that create hunger and cause it to persist. We are a global movement of individuals and organizations in 22 countries around the world. Across Africa, South Asia, and Latin America, The Hunger Project works in 9,500 rural communities, reaching 12.5 million people. Our programs are based on an innovative, holistic approach, which supports people living in rural communities to become agents of their own development, address root causes, and make sustainable progress in hunger and poverty reduction.

    Current Hunger Project office locations include:

    USA: Global Office in New York City and multiple home offices.

    13 Program Countries: Bangladesh, Benin, Burkina Faso, Ethiopia, Ghana, India, Malawi, Mexico, Mozambique, Peru, Senegal, Uganda, Zambia.

    8 Partner Countries: Australia, Canada, Germany, Netherlands, New…

    Nivel de Idiomas

    English and fluency in Spanish and/or French is a plus but not required.

    English and fluency in Spanish and/or French is a plus but not required.

    Ubicación

    Presencial
    110 W 30th St, New York, NY 10001, USA
    6th Floor

    Cómo aplicar

    Please send your letter of interest, resume, and salary expectations to apply@thp.org with “Executive Assistant & Office Administrator” in the subject line.

    Please send your letter of interest, resume, and salary expectations to apply@thp.org with “Executive Assistant & Office Administrator” in the subject line.

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