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Executive Assistant to the Chief Executive Officer (CEO)

Department: Executive Office
Reports To: Chief Executive Officer
FLSA Status: Non-Exempt
Location: Albany, NY
Salary Range: $47,000–$51,000 annually, based on experience and qualifications

Position Summary

The Executive Assistant to the Chief Executive Officer provides high-level administrative and organizational support to the CEO while ensuring the efficient day-to-day operations of the Executive Office. This position serves as the primary point of contact for the CEO's office and plays a critical role in coordinating executive communications, scheduling, meetings, projects, and organizational priorities.

The Executive Assistant must possess exceptional organizational skills, attention to detail, professionalism, and the ability to maintain confidentiality while working in a fast-paced, mission-driven nonprofit environment.

Essential Duties and Responsibilities

Executive Support

• Manage the CEO's calendar, appointments, and daily schedule.
• Coordinate meetings, conference calls, travel arrangements, and appointments.
• Screen telephone calls, emails, and visitors for the CEO.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Draft routine letters, emails, and memoranda.
• Maintain confidential executive files and records.
• Track deadlines and remind the CEO of upcoming commitments.

Administrative Operations

• Coordinate daily operations of the Executive Office.
• Organize and maintain electronic and paper filing systems.
• Process incoming and outgoing correspondence.
• Order office supplies for the Executive Office.
• Maintain calendars and scheduling systems.
• Assist with document preparation, copying, scanning, and filing.

Board Support

• Assist with scheduling Board of Directors and committee meetings.
• Prepare and distribute board meeting materials.
• Record and prepare meeting minutes as assigned.
• Maintain board records and attendance logs.
• Track board action items and follow-up requests.

Communication & Customer Service

• Serve as a professional liaison between the CEO and staff, board members, funders, government agencies, community partners, and the public.
• Respond to inquiries in a courteous and timely manner.
• Coordinate internal and external communications on behalf of the CEO.
• Welcome visitors and assist guests to the Executive Office.

Project & Event Coordination

• Assist in coordinating organizational events, meetings, and special projects.
• Maintain project timelines and administrative task lists.
• Support fundraising events and community engagement activities.
• Coordinate meeting logistics, room reservations, and catering as needed.

Financial & Administrative Support

• Process expense reports and reimbursement requests.
• Assist with purchase orders and invoice routing.
• Maintain accurate records and documentation.
• Track administrative expenses and office supplies.

Other Duties

• Maintain strict confidentiality regarding organizational, personnel, and financial information.
• Provide administrative support to the Senior Leadership Team as requested.
• Perform other duties as assigned by the CEO.

Required Qualifications

• Associate's degree in Business Administration, Office Administration, Communications, or a related field; equivalent experience may be considered.
• Minimum of three (3) years of progressively responsible administrative experience, preferably supporting senior leadership.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Demonstrated ability to prioritize multiple assignments and meet deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience using Google Workspace.
• Strong customer service and interpersonal skills.

Preferred Qualifications

• Bachelor's degree preferred.
• Experience working in a nonprofit organization.
• Experience supporting executive leadership or a Board of Directors.
• Familiarity with event planning and donor relations.
• Experience with virtual meeting platforms and database systems.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Professionalism and discretion.
• Ability to work independently and collaboratively.
• Effective problem-solving skills.
• Ability to adapt to changing priorities.
• Strong customer service orientation.
• Commitment to diversity, equity, inclusion, and belonging.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Occasionally lift up to 20 pounds.
• Occasional evening or weekend work may be required for meetings or organizational events.

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Retirement savings plan
• Paid vacation, sick leave, and holidays
• Professional development opportunities
• Employee Assistance Program (EAP)

About In Our Own Voices, Inc.

In Our Own Voices, Inc. (IOOV) is a nonprofit organization dedicated to ensuring and promoting the physical, mental, spiritual, political, cultural, and economic survival and growth of LGBTQ+ Black, Indigenous, and People of Color (BIPOC) communities. Through advocacy, health and wellness services, housing support, education, and community engagement, IOOV works to create a more just and equitable future for all.