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Our client, a nonprofit performing arts institution located in Harlem, Manhattan is looking for a Temporary Executive Assistant to cover a medical leave starting on Monday 3/23. This position will serve for 12 weeks with possibility of extension and will operate on a hybrid schedule, Tues-Thurs onsite with M/F remote. between the hours of 10am-6pm. Compensation is up to $36/hr DOE.
Responsibilities:
- Provide high-level administrative and operational support to the Chief Executive Officer to ensure efficient management of priorities and communications.
- Manage a complex and dynamic calendar, including prioritization of meetings, scheduling adjustments, and coordination of logistics across internal and external stakeholders
- Prepare meeting materials, briefing documents, agendas, and presentations to ensure the CEO is well-prepared for engagements
- Draft, edit, and proofread correspondence, communications, and internal materials on behalf of the CEO
- Manage information flow by monitoring communications, organizing documents, and ensuring timely follow-up on key matters
- Maintain organized administrative systems including contacts, digital filing systems, shared drives, and executive records
- Support the CEO’s work with the Board of Directors and senior leadership team.
- Assist with preparation and coordination of Board and committee meetings, including assembling materials and managing timelines
- Coordinate distribution of Board materials and ensure timely follow-up on action items
- Support executive leadership communication and cross-departmental coordination as directed by the CEO
- Help ensure leadership priorities and initiatives are organized, tracked, and communicated effectively
- Coordinate executive travel and financial administrative processes.
- Arrange domestic and international travel including flights, ground transportation, hotel accommodations, and detailed itineraries
- Prepare travel documentation and schedules to ensure efficient executive travel planning
- Process and reconcile expenses, track reimbursements, and maintain accurate expense records in accordance with organizational policies
- Support day-to-day administrative and operational needs related to the CEO’s office.
- Serve as a professional point of contact for visitors, partners, and stakeholders interacting with the CEO’s office
- Liaise with internal teams to support efficient office procedures and ensure smooth workflow
- Provide logistical and administrative support for CEO-led initiatives and events.
- Assist with special projects, strategic initiatives, and cross-departmental efforts as directed
- Coordinate logistics, materials, and communications for executive initiatives
- Provide on-site administrative support for events involving staff or Board members when needed
Qualifications:
- 5+ years of executive administrative experience, preferably supporting C-suite leadership
- Exceptional organizational and time management skills with the ability to manage complex schedules and competing priorities
- Strong written and verbal communication skills with experience drafting professional correspondence and executive communications
- High level of confidentiality, discretion, and professionalism when handling sensitive information
- Demonstrated ability to anticipate needs, solve problems, and exercise sound judgment in a dynamic environment
- Experience coordinating Board materials, leadership meetings, or executive-level engagements
- Strong attention to detail and commitment to accuracy in document preparation and administrative processes
- Proficiency in Microsoft Office Suite and collaboration platforms
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