Executive Assistant

The MQ Foundation (MQF) is seeking a highly organized and proactive Executive Assistant to support the Executive Director and the leadership team as the organization continues to grow. This individual will play a central role in ensuring smooth day-to-day operations across executive support, board administration, events, and internal systems.

The Executive Assistant will be a trusted partner who is detail-oriented, resourceful, and comfortable managing multiple priorities in a small, nimble, mission-driven environment. This role requires strong judgment, discretion, and the ability to anticipate needs while building efficient processes that help the organization operate effectively.

The Executive Assistant reports to the Executive Director. This is a hybrid position, with the expectation to work at least one day a week in the Midtown NYC office.

Key Responsibilities

Executive Support

• Manage calendars, scheduling both ad hoc and recurring meetings

• Coordinate internal and external meetings, including agendas, materials, and logistics

• Prepare briefing materials and support follow-up on action items

• Provide general administrative support to the Executive Director and leadership as needed

Board

• Lead end-to-end coordination of Board and Committee meetings

• Schedule meetings and manage communications with board members

• Prepare and distribute board materials and documentation

• Coordinate logistics, virtual or in-person support, and post-meeting follow-up

• Maintain board records, files, and governance documentation

Events

• Support planning and execution of annual events and key organizational convenings

• Manage timelines, logistics, materials, vendor coordination, and communications

• Track deliverables

• Provide on-site or virtual event support

• Assist with related communications and follow-ups

Accounting & Administration

• Process (including bank depositing) donations and payments

• Track pledges, annual dues, and receivables

• Prepare invoices and donor receipts and correspond with vendors as needed

• Maintain accurate financial records using Xero accounting software, trackers, and compliance documentation

• Coordinate with CFO and auditing partners and ensure timely record-keeping

Systems & Operations

• Organize and maintain shared files and document repositories with consistent structure and version control

• Document recurring processes and create simple guidelines for improved workflow

• Identify operational gaps and recommend efficiencies

• Perform occasional website updates

• Oversee Microsoft Admin Center tasks and liaise with IT support as needed

Software

• Microsoft 365 (including Admin Center)

• Google Workspace

• Bloomerang

• Constant Contact

• Xero or similar accounting platforms

Qualifications

• Bachelor’s degree preferred

• 3–5+ years of executive or senior administrative support experience

• Experience supporting senior leaders, boards, or nonprofit organizations preferred

• Exceptional organizational and time-management skills

• Strong written and verbal communication skills

• High level of discretion and professionalism

• Detail-oriented with strong follow-through

• Ability to manage multiple priorities and meet deadlines

• Agile, with a cheerful willingness to assume many different roles

• Self-starter who thrives in taking initiative

Salary Range & Benefits

• Salary range is $50,00-$55,000, commensurate with experience

• Annual health stipend

• Paid time off, including vacation, sick and federal holidays

How to Apply

Please send a resume and cover letter to info@mqfoundation.org. Candidates may also apply directly through Indeed or Idealist.

About the MQ Foundation

The MQ Foundation raises money to support the multi-award winning MQ Mental Health Research, a global non-profit that invests in vital research needed to detect, prevent, and treat mental illness. Founded in 2018, the MQ Foundation is headquartered in New York City. We help researchers build a bigger, better mental health toolkit for people in the US and around the world.

The MQ Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status

Paid time off, including vacation, sick and federal holidays