Executive Assistant to the CEO and Chief Program Officer

Position Summary

The Executive Assistant provides administrative and clerical support to the Chief Executive Officer and Chief Program Officer. The position is responsible for maintaining calendars, coordinating meetings, managing routine correspondence, organizing documents, and providing day-to-day administrative assistance to both offices.

The successful candidate will be organized, dependable, professional, responsive, and able to maintain confidentiality when handling routine organizational and executive information.

Essential Responsibilities

Calendar & Scheduling

• Maintain and coordinate the calendars of the Chief Executive Officer and Chief Program Officer
• Schedule and coordinate internal and external meetings.
• Send meeting invitations, confirmations, and reminders.
• Help coordinate changes to schedules and appointments.
• Assist with scheduling conference calls and virtual meetings.

Administrative Support

• Provide general administrative support to the CEO and CPO.
• Prepare basic correspondence, documents, forms, and meeting materials.
• Organize and maintain electronic and paper files.
• Assist with copying, scanning, filing, and document organization.
• Monitor routine communications and ensure appropriate items are brought to the attention of the CEO or CPO.
• Assist with preparation of agendas and basic meeting materials.
• Maintain simple tracking lists and administrative records as requested.

Meeting & Office Support

• Coordinate logistics for meetings, including rooms, materials, and refreshments when needed.
• Take meeting notes when requested and distribute follow-up materials.
• Assist with scheduling leadership meetings and maintaining meeting calendars.
• Provide general administrative support for executive office activities and events.

Other Administrative Duties

• Assist with travel arrangements and basic scheduling logistics as needed.
• Provide administrative support for special assignments as directed by the CEO or CPO.
• Perform other related administrative duties as assigned.

Confidentiality

• Maintain confidentiality of information encountered through work with the Executive Office and Program Department.
• Exercise appropriate discretion when handling correspondence, calendars, personnel-related information, and other sensitive materials.
• Direct questions or sensitive matters to the appropriate executive rather than providing independent interpretation or guidance.

Qualifications

• High school diploma or equivalent required; additional education preferred.
• 2–3 years of administrative or office support experience preferred.
• Strong organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to manage multiple scheduling requests and administrative tasks.
• Proficiency with Microsoft Office, Google Workspace, email, and calendar systems.
• Ability to work professionally with staff, clients, community partners, and visitors.
• Dependable, punctual, detail-oriented, and responsive.
• Ability to maintain confidentiality.

Core Competencies

• Organization
• Reliability and follow-through
• Professionalism
• Attention to detail
• Communication
• Customer service
• Confidentiality
• Time management
• Teamwork
• Adaptability

We are the largest nonprofit on Staten Island, committed to serving the needs of hungry and homeless. We serve people with special needs - people living with HIV and AIDS, people using substances, people living with mental illness - with an array of on-site professional services. We offer a comprehensive continuum of compassionate care that begins with street outreach, shelter, and soup kitchen and food pantry, and extends to treatment, other clinical and support services, and transitional and permanent supportive housing. Visit our website for more information at www.Projecthospitality.org.