Senior Executive Assistant to the CEO

Position Title: Senior Executive Assistant to the CEO

Reports to: Chief Executive Officer (CEO)

Location: Hicksville, NY

Salary: $26.00 – $32.00 per hour

FLSA Status: Non-Exempt

Type: Regular: Full Time

About the Organization:

At Al-Ayn, we are committed to ensuring that every orphaned child living in poverty has access to the tools and opportunities they need to overcome their difficult experiences. We believe that when a child fulfils their potential, their own future is transformed as well as the future of their families, their community, and society at large. To achieve that, we are led by our core values of transparency, dignity and empowerment.

Job Overview:

The Senior Executive Assistant to the CEO plays a critical role in enabling executive effectiveness across the organization. This position provides high-level administrative, coordination, and reporting support to the CEO, with a strong emphasis on organization, follow-through, and executive-level communication. In addition to traditional executive support responsibilities, this role builds and maintains CEO-specific reports and dashboards to support leadership and Board visibility. Analytics and reporting in this role are supportive and interpretive in nature, focused on clarity, accuracy, and presentation rather than organizational data ownership, KPI definition, or system design. This role is ideal for a seasoned executive assistant who enjoys working closely with senior leadership and is comfortable engaging with data to support informed decision-making.

Responsibilities include:

Executive Support & Coordination

• Provide direct administrative and operational support to the CEO, including meeting preparation, follow-ups, and executive correspondence.
• Coordinate and prepare agendas, briefing packs, minutes, and status reports for leadership meetings, committees, and Board-related sessions involving the CEO.
• Maintain action logs and follow-up trackers to ensure decisions and commitments are documented and progressed.
• Handle sensitive and confidential information with discretion and professionalism.

Reporting & Analytics Support

• Build and maintain executive-specific reports and dashboards to meet the CEO’s information needs, using existing organizational systems and approved data sources.
• Summarize trends, variances, and key insights for leadership and Board review.
• Ensure accuracy, consistency, and clarity of data presented to the CEO and Board.
• Coordinate with internal teams to gather reporting inputs and clarify data points as needed.
• Maintain organized records of recurring reports and leadership materials.

Operational & Project Tracking

• Track status updates and maintain visibility into CEO-priority projects, initiatives, and cross-departmental tasks.
• Document risks, issues, dependencies, and delays and escalate concerns to the CEO as appropriate.
• Support implementation of projects and deliverables by maintaining documentation of scope, timelines, milestones, and agreed-upon outcomes.
• Assist in maintaining visibility into high-level financial inputs and resource considerations to support executive planning.

Governance & Process Support

• Maintain documentation related to governance processes and compliance-related deliverables as directed.
• Flag observed process inconsistencies or documentation gaps to leadership for review.
• Assist in tracking progress against organizational plans and strategic priorities to ensure leadership visibility into status and outcomes.

Cross-Department & Coverage Support

• Provide operational and administrative support across departments during peak periods or staff absences, as directed by the CEO.
• Support donor or stakeholder correspondence (email and phone) when coverage is required, ensuring continuity and professionalism.
• Perform other ad-hoc operational or administrative tasks aligned with organizational priorities.
• Assist with special projects, campaigns, and other duties as assigned.
• Maintain strong attention to detail and uphold accuracy across all tasks.
• Perform other duties/tasks as assigned.

Qualifications and Skills:

Required:

• Bachelor’s degree in Business Administration, Operations, or a related field.
• 3–5 years of experience as an Executive Assistant or similar senior administrative role supporting executive leadership.
• Strong analytical skills with advanced proficiency in Excel; experience building reports in Salesforce or similar CRM systems preferred.
• Experience preparing executive-level reports, dashboards, and presentations.
• High degree of professionalism, discretion, and judgment.
• Ability to function effectively within a matrix organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related business tools.
• Detail-oriented with strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Must be able to read, write, and speak English proficiently.
• Excellent interpersonal and verbal communication skills.
• Possess excellent written and verbal communication skills coupled with a welcoming, helpful, and supportive demeanor.

Preferred

• Ability to read, write, and speak Arabic proficiently.
• Experience working in a nonprofit organization.
• Salesforce experience.

Benefits

• Fully paid health insurance for employees partial coverage for dependents.
• Optional dental and vision plan at affordable rates.
• Employer-provided basic life insurance.
• Paid federal holidays, plus three additional religious holidays.
• 401k Retirement Plan
• Paid Vacation Leave
• Employee Assistance Program (EAP)
• Training and development opportunities to support your growth

Apply now: www.al-ayn.org/careers

Al-Ayn Social Care Foundation USA is an equal opportunity employer