Job Description

Job Description

Executive Assistant 

Location: Speonk, NY (Full-Time; Part-Time Considered) 

Reports To: CEO 

About Us 

We are a mission-driven managed services and consulting firm supporting nonprofits nationwide. Our work helps organizations strengthen their technology, improve operations, and expand their impact. As a small business with a big purpose, we value initiative, collaboration, and the ability to wear multiple hats in a dynamic environment. 

Position Overview 

We’re seeking a highly organized, tech-savvy, and proactive Executive Assistant to provide strategic and administrative support to our CEO and executive team. This role blends calendar and meeting management, client coordination, and operational support. The ideal candidate will be comfortable working independently, balancing priorities, and representing the CEO and company with professionalism in all interactions. 

Key Responsibilities 

Executive Support 

• Proactively manage the CEO’s complex calendar, strategically scheduling internal and external meetings (target: 3–4 client meetings/week). 
• Prepare the CEO for meetings by compiling relevant background, project updates, sales pipeline context, and key relationship history. 
• Act as the primary gatekeeper for the CEO’s time, managing emails, screening calls, and prioritizing communications. 
• Coordinate meeting logistics, prepare agendas/materials, take notes, and track follow-up actions. 

Client & Project Coordination 

• Support client communications, ensuring timely responses and smooth scheduling. 
• Use internal tools to route client requests to the correct team members. 
• Assist with tracking opportunities and gathering requirements for client projects. 

Administrative & Operational Tasks 

• Prepare and edit documents, reports, and presentations with accuracy and polish. 
• Manage paper correspondence, expense reporting, and records organization. 
• Provide similar support to other executives as time and workload allow. 

Required Qualifications 

• 3+ years as an Executive Assistant or similar role supporting senior leaders. 

• Proven experience with advanced calendar management and meeting preparation. 

• High proficiency in Microsoft Office Suite and remote collaboration tools (e.g., Zoom, Teams, ClickUp). 

• Strong technical aptitude and ability to learn new software quickly. 

• Discretion in handling sensitive information. 

• Ability to work independently, anticipate needs, and adapt to changing priorities. 

Preferred Qualifications 

• Experience supporting executives in a small business or nonprofit setting. 

• Proficiency with project management software (e.g., ClickUp). 

• Bachelor’s degree preferred; equivalent experience considered. 

Why Join Us? 

• Be part of a mission-driven company making a positive impact in the nonprofit sector. 

• Work closely with senior leadership in a collaborative, small-team environment. 

• Opportunity to develop skills across multiple business areas. 

• Flexible work arrangements for the right candidate. 

Compensation & Benefits 

• Competitive salary based on experience (approx. $60,000 – $70,000/year for full-time). 
• Performance-based bonuses. 
• Health insurance contribution, retirement match, PTO, professional development support, and other perks. 

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, or genetic information. 

In accordance with New York State law, we are disclosing the compensation range for this position, which reflects our good faith estimate of what we expect to pay for the role.

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