Executive Assistant & Office Manager to COO

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary

The Executive Assistant & Office Manager will provide high-level administrative support to the Chief Operating Officer (COO), Admin Office and as needed, to Board members, ensuring efficient operations and effective communication across the executive office. This role requires a highly organized, detail-oriented, and proactive individual who can manage multiple priorities in a fast-paced environment. The Executive Assistant & Office Manager will handle confidential information with discretion, coordinate executive calendars, prepare reports and presentations, and serve as a liaison between the executive team and internal/external stakeholders. The Executive Assistant & Office Manager will be an active listener, critical and strategic thinker and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

• Provide direct administrative support to the COO, Sr. Team and Board members, including managing calendars, scheduling meetings, and handling travel arrangements.
• Monitor and manage emails and communications on behalf of the COO.
• Act as the point of contact between executives and internal/external clients, ensuring effective communication and follow-up.
• Prepare and edit correspondence, presentations, reports, and other documents for executive review and approval.
• Coordinate and organize board committee meetings, including agenda preparation, minute-taking, and distribution of materials.
• Assist with strategic projects, ensuring deadlines are met and tasks are completed accurately.
• Handle confidential and sensitive information with the utmost discretion.
• Manage special projects assigned, ensuring successful completion and alignment with organizational goals.
• Support board-related activities, including assisting with event planning, documentation, and communication with board members.

Board Support:

• Serve as a primary contact for the Committee members from the Board of Directors, ensuring timely communication and coordination.
• Assist with the planning and managing logistics for board and committee meetings, including preparing materials, distributing board packets, and organizing meeting logistics (virtual or in-person).
• Support the committee of the board in governance-related tasks, including tracking key decisions, and maintaining board records.

Project Management:

• Oversee special projects assigned by the COO ensuring deadlines and deliverables are met.
• Collaborate with cross-functional teams to advance strategic initiatives such as facilities management and admin office management (2 floors).

Administrative Management:

• Manage the flow of information and documents between the COO and department leaders.
• Ensure compliance with organizational policies and procedures in communications and processes.
• Handle expense reports, reimbursements, and budget tracking for the executive office.
• Provide supervision to the front desk receptionist and guidance to the administrative support.

Event Coordination:

• Organize and coordinate events and retreats.
• As needed, assist with planning other important events for the organization.

Stakeholder Relations:

• Foster and maintain positive relationships with key stakeholders, including donors, partners, community leaders, and governmental agencies.
• As needed, represent the organization at events, meetings, and presentations, acting as an ambassador of the executive office.

Other related duties as assigned.

Qualifications, Education and Experience

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