Executive Assistant

The Executive Assistant serves as a trusted administrative partner within BCNY’s Executive Office, ensuring the CEO’s time, communications, and priorities are managed efficiently and professionally. Reporting to the Chief of Staff, this role provides high-level calendar management, communications support, board logistics assistance, and office administration. The ideal candidate is highly organized, detail-oriented, and discreet. This position is ideal for someone who thrives in fast-paced environments and enjoys bringing structure and order to complex workflows.

Key Responsibilities

Executive Support

• Manage the CEO’s calendar, including scheduling, prioritization, and meeting logistics
• Monitor and triage incoming Executive Office communications, ensuring timely responses and appropriate routing.
• Coordinate travel arrangements and expense documentation
• Maintain Executive Director’s contact lists and stakeholder information
• Support preparation for speaking engagements, meetings, and external events

Office Administration

• Coordinate day-to-day operations of the Executive Office, ensuring smooth internal workflows
• Track and maintain Executive Office deliverables, deadlines, and action items
• Maintain organized digital and physical filing systems for governance, compliance, and strategic documents
• Support development and maintenance of the Executive Office’s calendar and various trackers
• Assist with documentation and version control of the organizational operations manual
• Order and maintain office and kitchen supplies for the Management Office
• Coordinate with building management, vendors, and maintenance personnel regarding office needs and facility-related issues
• Assist with meeting room readiness, hospitality setup, and executive guest logistics
• Support general office administration to maintain a welcoming and functional workplace environment

External Communications

• Serve as a primary point of contact for BCNY info desk line
• Respond to phone and email inquiries with professionalism and warmth
• Coordinate hospitality and logistics for external partners

Qualifications

• A minimum of 3-5 years of experience in executive administrative support for a nonprofit or mission-driven environment
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office tools and SharePoint
• Comfort using AI and workflow tools to enhance productivity
• Spanish language proficiency strongly preferred
• Commitment to equity, inclusion, and BCNY’s mission

What We Offer

• Paid time off
• Health, dental and vision insurance
• 403(b) Retirement benefits
• Flexible spending account
• Life Insurance
• Employee Assistance Plan (EAP) and much more

The Boys’ Club of New York is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other status protected by law. If you have a disability or other protected need requiring an accommodation, please contact Human Resources.

• Paid time off
• Health, dental and vision insurance
• 403(b) Retirement benefits
• Flexible spending account
• Life Insurance
• Employee Assistance Plan (EAP) and much more