Executive Assistant to the CEO (Community & Outreach Focus)

Overview

The Share For Life Foundation, Inc. is a nonprofit dedicated to supporting underserved communities by enriching the lives of youth and their families through a holistic educational approach.

We are seeking a highly organized, proactive Executive Assistant to the CEO to support across community outreach, communications, scheduling, intern coordination, and organizational support.

This is a high-trust support role that strengthens the foundation’s partnerships, visibility, and community engagement efforts, while also helping expand outreach and operational capacity.

This is a hybrid position (1 day per week in-office in Harlem, NY 10027) with a commitment of between 10 - 20 hours per week.

Areas of Support (What You’ll Work On)

You will support the CEO and organization across:

• Community Outreach & Partnerships (schools, nonprofits, families, local organizations)
• Executive Scheduling & Priority Management
• Communications & Newsletter Coordination
• Intern Management & Coordination (task assignment, follow-ups, accountability tracking)
• Cross-departmental Organizational Support
• Outreach Support to Help Expand Community Relationships and Opportunities

What You’ll Do (Day-to-Day Responsibilities)

• Manage CEO scheduling, coordinating 3–8 meetings per week with community partners and stakeholders
• Support weekly outreach efforts (10–20 contacts per week) across schools, nonprofits, and community organizations
• Help identify and follow up on opportunities that support partnership growth and community engagement
• Maintain reminders, follow-ups, and structured to-do lists for CEO priorities and organizational tasks
• Assist in coordinating a monthly newsletter, including content gathering, organization, and scheduling distribution
• Provide support across internal departments and program areas, ensuring alignment on tasks and communication
• Manage interns, including assigning tasks, tracking progress, ensuring deadlines are met, and maintaining accountability
• Assist with basic outreach messaging, communication tracking, and community updates
• Help coordinate community programs, events, and engagement activities as needed
• Ensure all outreach and communication is properly tracked and followed through to completion

Operational Tracking & Organization

This role requires strong structure, consistency, and accountability within a limited-hour schedule:

• Begin each week with a standing check-in meeting with the CEO (Top-of-Week Planning Session) to review priorities, outreach goals, and key tasks
• Maintain a weekly outreach tracker (10–20 contacts per week) including follow-ups and responses
• Track 5–10 active community relationships at any given time
• Manage intern task boards and assignment tracking, ensuring clear delegation and follow-through
• Maintain structured to-do lists and reminder systems for CEO priorities and follow-ups
• Support coordination across multiple internal departments and program areas

Strong Candidates Will Demonstrate

• Strong ability to operate as both a team player and independent self-starter
• Experience in community outreach, nonprofit support, administrative coordination, or marketing assistance
• Ability to manage 10–20 outreach contacts weekly with consistent follow-up discipline
• Strong organizational skills within a 10-hour weekly structure
• Ability to manage interns effectively, including assigning tasks and ensuring accountability
• Ability to provide clear reminders, structured to-do lists, and follow-up support to leadership
• Comfort working across multiple departments and organizational functions simultaneously
• Ability to help identify and support opportunities that expand partnerships, resources, and community engagement
• Strong communication skills with diverse stakeholders
• High level of initiative, reliability, and full-cycle follow-through
• Professional discretion when handling internal communications and organizational information

Compensation & Structure

• Part-Time Role (Up to 10 Hours Per Week)
• $18 - $20 per hour
• Hybrid: 1 day per week in-office (Harlem, NY 10027)
• Flexible schedule aligned with CEO and organizational needs

Commitment

• Up to 10 hours per week maximum
• Weekly in-office day required
• Weekly CEO check-in (top-of-week planning session) required
• Flexibility for outreach, coordination, and community engagement tasks

Why This Role Stands Out

This is an opportunity to:

• S…