Executive Assistant

Executive Assistant

Location: Carl Schurz Park, New York, NY

Reports to: Executive Director

About the Role

The Executive Assistant is a full-time, salaried position that serves as the right hand to the Executive Director of Carl Schurz Park Conservancy. The EA manages the Executive Director’s calendar and correspondence and provides the administrative backbone for the Board and its committees.

We expect the EA operate with a good degree of independence, and to exercise sound judgment to identify what needs to happen and how to get it done. We are looking for a person who anticipates rather than reacts, solves problems as they surface, and ensures that the details behind every meeting, mailing, and event are handled in advance. It suits a discreet, resourceful professional who enjoys both the discipline of executive support and the people-facing dimensions of a small nonprofit.

Key ResponsibilitiesExecutive Support

• Manage the Executive Director’s calendar: schedule meetings, build in preparation time, and confirm logistics for internal and external appointments.
• Draft, proofread, and manage correspondence on the Executive Director’s behalf, including donor letters, emails, and routine communications with partners and vendors.
• Prepare briefing materials ahead of meetings with donors, Board members, elected officials, and NYC Parks.
• Track action items and deadlines arising from meetings and follow up to ensure they are completed.
• Handle confidential donor, financial, and personnel information with discretion.

Board & Committee Support

• Work closely with the Board as a trusted day-to-day point of contact, fielding requests and keeping members informed and prepared.
• Manage scheduling for the full Board and its committees: poll availability, set meeting dates, distribute Zoom invitations, and circulate agendas and materials in advance.
• Take and distribute minutes; maintain Board records, rosters, and governance documents.
• Coordinate with committee chairs to keep committee work moving between meetings, tracking follow-ups and deliverables.

Administrative Operations

• Maintain organized digital files across Google Workspace and the Conservancy’s records systems.
• Process invoices and expense documentation through Bill.com in coordination with the Executive Director and outsourced accountants.
• Manage office supplies, deliveries, and day-to-day administrative needs.

Development & Donor Support

• Maintain the donor database (Blackbaud) as the system of record: enter and classify donations promptly, correct errors, and perform routine maintenance.
• Generate giving reports, mailing and invitation lists, and Board-meeting reports in coordination with the Executive Director.
• Print, personalize, and mail acknowledgment letters; coordinate delivery of donor gifts.
• Alert the Executive Director promptly to significant gifts as they arrive.
• Support the bench plaque program from donor inquiry through design, installation, and tracking.

Event Management

• Own the logistics of the annual gala and other events under the direction of the Director of In-Park Events from planning through execution: vendor selection and coordination, run-of-show planning, registration and check-in, volunteer assignments, and on-site management.
• Plan and execute smaller cultivation events, donor tours, and committee gatherings throughout the year, often working independently from concept to completion.
• Troubleshoot event-day issues in real time, making sound decisions on the spot.
• Conduct post-event follow-up, including acknowledgments, vendor reconciliation, and notes for next year.

Communications & Constituent Support

• Respond to inquiries from park users and neighbors about volunteering, events, and Conservancy activities.
• Assist with website updates, email, and social channels as needed.

Qualifications & Requirements

• Three or more years of experience as an executive assistant, or in nonprofit operations, development, or a closely related administrative role.
• Demonstrated ability to work independently: set priorities, make sound decisions and identify when to bring issues to the ED.
• Hands-on event management experience, from planning and vendor coordination through on-site execution.
• Exceptional organizational skills and judgment; able to manage competing priorities, protect an executive’s time, and follow through without reminders.
• Poise and professionalism in working with Board …