Executive Assistant

Description

Executive Assistant – to the Executive Director

Job Type

In-person, Full-time, Exempt

We are seeking a highly functioning Executive Assistant to support ACAP’s Executive Director. This role is critical to smooth operations and effective coordination across the organization through a wide range of executive, administrative, and office management functions. The role requires exceptional communication and organizational skills, proven discretion in handling confidential matters, and the ability to manage complex tasks in a fast‑paced environment.

Key responsibilities include project coordination; preparing content, materials, briefings, and presentations; event planning; maintaining ACAP’s social media accounts and basic website maintenance; supervising interns; and liaising with internal and external stakeholders. The role plays a key part in aligning and supporting senior management, task force committees, and strategic initiatives led by the Executive Director. This position offers an opportunity to play a pivotal role in advancing community action, mission‑driven priorities, and supporting leadership at the highest level.

Pay starts at $62,353 (annual);
Monday through Friday from 8 am to 4 pm (37.5 hours); weekends, only as needed.

Health, HSA/FSA, Dental, and Vision Insurance;
Long/Short‑term Disability Benefits, NYS‑Sick, Vacation, and Personal Leave; 12 paid holidays; 403(b)
Retirement Plan with employer contribution;
Tuition Assistance;
Employee Assistance Program (EAP); and Opportunity for Advancement!

The ideal candidate will have a bachelor's degree in human services, business administration, or a related field. 5+ years of work experience as an Executive Assistant, with an “all hands‑on‑deck” mentality, working with executive‑level professionals in fast‑paced environments and the nonprofit sector, is required. Able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Excellent verbal and written communication skills. Strong emotional intelligence (EI), resilience, and adaptability. Excellent organizational, customer service, and interpersonal skills. Ability to work independently. Able to relate cooperatively and constructively with customers and co‑workers. Able to work with high‑level executives both inside and outside the organization. Experience handling confidential information with discretion and independent judgment. Proficient in technical skills and able to learn new software applications.

Savvy with social media platforms and basic website maintenance; advanced proficiency in Microsoft Word, PowerPoint, and Excel is required. Proficiency in Vizio, Canva, and Adobe Acrobat is a plus.

• Provides administrative support, including preparation and drafting meeting materials, prepares letters, reports, research, and project presentations that may contain highly sensitive information and require discretion and judgment when compiling.
• Prepares drafts and/or edits correspondence and other written materials based upon the Executive Director's notes and/or guidance from committee leadership.
• Provides support to handle public relations events, correspondence, and coordinates activities at the direction of the Executive Director and task‑force committee leadership.
• Provides Board support as needed, including taking minutes, as directed by the Executive Director.
• Provide executive administrative support by preparing correspondence, presentations, press releases, articles, monthly newsletters, and proofreading documents for accuracy and clarity.
• Maintain social media accounts and the company website; seek opportunities to develop them further.
• Organize company events, board retreats, and support committees. Coordinate logistics, including obtaining contracts, securing venues, and working with vendors.
• Assist with project coordination by tracking deadlines, preparing agendas, taking minutes, and following up on action items.
• Conduct research and gather information for the preparation of documents, reports, tables, and charts to support the Executive Director…