Heartshare is seeking a highly skilled motivated Executive Assistant to the President & CEO to provide critical high level administrative and operational support to the President and CEO of Heartshare. Reporting to the President and CEO, this role will ensure that the office of the President and CEO operates at the highest level of professionalism and successfully execute complex and strategic scheduling and use excellent judgment and discretion. You will also serve as a welcoming presence in all external interactions, including with board members, partners, and stakeholders, when representing the organization and support the Chief of Staff to the President and CEO with coordinating meetings, organizational projects in partnership with the Board of Directors, Executive team and Leadership teams at Heartshare.

Essential Functions and Primary Responsibilities of Position:

Administrative and Executive Support

• Manage the President & CEO’s calendar, including scheduling meetings, events, and travel.
• Prepare briefing documents, meeting agendas, talking points, and follow-up notes for meetings, ensuring the President and CEO is fully prepared.
• Screen, prioritize, and respond to communications on behalf of the President & CEO, drafting correspondence and materials as needed.
• Assist the Chief of Staff in monitoring organizational priorities, special projects, and strategic initiatives led by the President and CEO.
• Manage and organize electronic and hard-copy files related to executive activities.
• Provide support for events hosted or attended by the President & CEO.
• Attending offsite meetings and events as needed.

Office of the President & CEO Operations

• Serve as liaison between the President and CEO, Chief of Staff, Board of Directors, senior leadership, staff, and external partners.
• Ensure timely follow-up on action items and deliverables resulting from executive meetings.
• Maintain confidentiality of highly sensitive information and exercise sound judgment at all times.
• Support the coordination of Board and committee meetings, including scheduling, material preparation, and logistics.

• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

• Minimum Education: High School diploma or GED
• Preferred Education: Bachelor’s degree from four-year college or equivalent

Requirements:

• 5+ years of administrative support experience, preferably with an executive leader.
• Bachelor’s degree or equivalent experience in administration, business, or a related field preferred.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.
• Ability to work independently while maintaining collaborative relationships with team members.
• High level of confidentiality, discretion, and professionalism.
• Strong attention to detail and problem-solving abilities

Benefits:

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee appreciation programs and events.
• Tuition assistance program.
• Professional development opportunities.
• Wellhub discount.
• Verizon Wireless discount.
• BJs membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [email protected].

About Heartshare

Who WE ARE: For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

INDHP