Executive Assistant to the CEO

Executive Assistant to the CEO

Reports To: CEO

Classification: Part-Time, Hybrid with occasional in-person attendance at meetings and events

Compensation: $22–26/hour for a maximum of 24 hours per week

Schedule: Monday–Thursday, generally between 10:00 AM – 4:00 PM ET, with some flexibility based on organizational needs and meetings

Position Summary

The Executive Assistant to the CEO serves as the CEO's primary administrative and organizational partner, helping maximize the CEO's effectiveness across scheduling, communication, project management, and day-to-day operations.

Success in this role is measured by increasing the CEO's capacity to focus on YVote's highest-impact work. The ideal candidate is exceptionally organized, proactive, resourceful, detail-oriented, and comfortable working in a fast-moving environment where priorities shift. You anticipate needs, create structure, solve problems independently, and become a trusted extension of the CEO.

Who We Are

YVote is a youth-led civic leadership organization that equips New York City high school students with the knowledge, skills, and opportunities needed to create change in their communities at and beyond the ballot box. Through programs such as Democracy Camp, Changemakers Institute, Civic Fellowship, Facilitator Training, and the Youth Civic Hub, YVote combines civic education, youth leadership, project-based learning, and workforce readiness to help young people grow as leaders and active participants in their communities.

What You'll Do

Executive Support (50%)

• Proactively manage the CEO's calendar, scheduling priorities, time, meeting coordination, preparation time, travel time, and competing demands.
• Protect the CEO's time by thoughtfully prioritizing requests, meetings, and competing demands.
• Prepare agendas, meeting materials, and follow-up action items.
• Maintain a reliable system for tracking the CEO's priorities, action items, deadlines, and follow-ups. Move work forward independently whenever possible and proactively remind the CEO when action is needed.
• Provide occasional in-person support for meetings, events, errands, mail pickup, supply runs, document delivery, and other administrative needs that help keep YVote operating smoothly.
• Occasionally assist the CEO with personal administrative tasks when appropriate, helping ensure time remains focused on YVote's highest priorities.

Email & Communication Management (20%)

• Manage and organize the CEO's inbox and YVote's general inbox; prioritize messages, draft responses, track follow-ups, and surface items requiring CEO input with context and a recommended next step.
• Draft professional emails and correspondence in the CEO's voice with minimal editing required.
• Exercise sound judgment by independently handling routine communications while recognizing when matters require the CEO's direct attention.
• Maintain professionalism, confidentiality, and responsiveness across all communications.

Executive Workflow & Administrative Systems (20%)

• Build and maintain organized systems that improve executive efficiency and follow-through.
• Organize files, trackers, and documentation across Google Workspace.
• Help manage organizational workflows using Monday.com, Asana, and related productivity tools.
• Identify opportunities to simplify processes and improve organization.

Administrative Coordination (10%)

• Coordinate forms and reimbursements and reconcile the CEO's organizational credit card, including matching transactions, collecting and uploading receipts, following up on missing documentation, and preparing records for financial review.
• Support meeting logistics, onboarding coordination, document management, and special projects.
• Ensure administrative responsibilities are completed accurately, efficiently, and on time.

Qualifications & Experience

• High school diploma or equivalent required. Associate's or bachelor's degree preferred.
• At least 2 years of experience in an Executive Assistant, Administrative Assistant, Operations Coordinator, Project Coordinator, or similar administrative support role.
• Proficiency with Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.
• Experience using Monday.com, Asana, or similar project management platforms strongly preferred.
• Excellent written communication skills with the ability to draft professional emails and documents.
• Demonstrated ability to manage multiple projects, deadlines, and competing priorities while maintaining exceptional attention to detail.

What Else You Should Know

• This is a primarily remote position. Candidates must be based in the New York City area and available for occasional in-person meetings, events, organizational errands, and executive support.
• YVote generally operates Monday through Thursday during regular business hours. While this role follows that schedule most of the time, occasional flexibility may be needed to support the CEO during evening meetings, events, or time-sensitive priorities.
• This role may occasionally represent YVote and/or the CEO at meetings, events, or external engagements.
• This role works closely with the CEO and Chief of Staff, providing unique exposure to nonprofit leadership, fundraising, operations, partnerships, and organizational strategy.
• YVote is a fast-moving organization actively building systems and infrastructure. We're looking for someone who enjoys creating order, solving problems, taking initiative, and helping leaders operate at their best.

To Apply

Please email the following to hello@yvoteny.org:

• Your resume
• A cover letter (300 words maximum) answering the following two questions:
  1. Why are you interested in this role at YVote?
  2. Why do you believe you'd be a great fit for this position? Please include one or two specific examples from your experience.

Please use the subject line:

First Name Last Name | Executive Assistant to the CEO 2026

Applications will be reviewed on a rolling basis until the position is filled.

YVote/Social Good Fund is an equal opportunity employer committed to building and maintaining an inclusive and diverse workplace. We strongly encourage candidates from historically underrepresented communities and backgrounds to apply.

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