Executive Assistant to the Chief of Staff

Mentor A Promise is a New York City–based nonprofit serving children and youth (ages 5–18) experiencing housing instability, grounded in the belief that every child is a Promise—full of potential, dignity, and possibility. We deliver consistent, high-quality programming across mentorship, literacy, social-emotional learning, and creative expression in shelters, schools, and community spaces, creating structured environments where students can grow, be seen, and build lasting skills. Through signature experiences like The Imagination Studio, The Kitchen Table, The Sound Lab, and The Story Space, we nurture academic development, emotional well-being, and creative voice, all within a trauma-informed, culturally responsive, and accessibility-centered framework. Our work prioritizes dignity-protective storytelling, consent-driven engagement, and deep community partnership, ensuring that how we serve is as intentional as whom we serve. We are not only addressing immediate needs - we are building pathways to confidence, belonging, and long-term opportunity, so every child has the support and foundation to carry their promise forward.

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Organization Mentor A Promise

Reports To Chief of Staff to the CEO

Position Type Volunteer

Location Remote

Position Summary

The Executive Assistant to the Chief of Staff provides direct administrative, organizational, research, and project support to the Chief of Staff to the CEO. This position helps manage assigned priorities, organize information, maintain accurate records, prepare professional materials, and support the timely completion of projects.

The ideal candidate is organized, dependable, detail-oriented, and capable of managing multiple assignments independently while maintaining professionalism and confidentiality.

Key ResponsibilitiesAdministrative Support

• Provide direct administrative support to the Chief of Staff.
• Organize digital files, documents, notes, and reference materials.
• Maintain assigned task lists, reminders, deadlines, and follow-up items.
• Update spreadsheets, databases, trackers, and internal records.
• Format and proofread documents for accuracy, clarity, and consistency.
• Maintain confidentiality when handling sensitive organizational information.

Research and Documentation

• Conduct research on assigned organizational, operational, programmatic, and community topics.
• Compile findings into clear summaries and reference documents.
• Assist with developing internal guides, templates, procedures, forms, and resource materials.
• Review information for accuracy and completeness.
• Maintain organized records of ongoing and completed assignments.

Project Support

• Support projects and special initiatives assigned by the Chief of Staff.
• Maintain project timelines, task lists, trackers, and supporting documentation.
• Monitor assigned deadlines and provide regular progress updates.
• Identify missing information, potential delays, and tasks requiring clarification.
• Help ensure assigned projects remain organized and on schedule.

Communication Support

• Draft and edit emails, announcements, reports, and internal communications as assigned.
• Proofread presentations and organizational materials.
• Support the development of clear, professional, and mission-aligned content.
• Communicate with assigned team members or external contacts when authorized by the Chief of Staff.
• Ensure communications are accurate, timely, and professional.

Operational Support

• Assist with volunteer records, onboarding resources, and internal documentation.
• Help organize and improve administrative processes.
• Support data collection, information management, and record maintenance.
• Recommend tools, templates, or procedures that may improve efficiency.
• Perform additional duties assigned by the Chief of Staff.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and accuracy.
• Ability to follow instructions and complete assignments independently.
• Ability to manage multiple priorities in a remote environment.
• Consistent reliability, accountability, and follow-through.
• Sound judgment when handling confidential information.
• Proficiency with Google Workspace, including Google Docs, Sheets, Drive, Calendar, Meet, and Chat.
• Interest in nonprofit administr…