Executive Assistant

Department

Administrative

Reports To

Deputy Executive Director of Programs

Education Requirement

High School Diploma or Equivalent

FLSA

Exempt

Salary

$70K-$80K

Annually

Schedule

Monday
- Friday

ORGANIZATION OVERVIEW

The Ali Forney Center (AFC) is dedicated to protecting LGBTQ+ youth from the harms of homelessness and empowering them with the tools needed to live independently. Founded in 2002, AFC provides comprehensive services, including housing, healthcare, and educational support to over 2,000 youth annually. AFC's mission is to create an affirming and supportive environment where LGBTQ+ youth can thrive.

POSITION Overview

The Executive Assistant to the Deputy Executive Director of Programs serves as a critical operational partner, providing executive-level administrative, project management, and coordination support in a complex, fast-moving program environment. This role is central to ensuring that priorities are executed efficiently, that information flows clearly, and that systems support consistent follow-through.

This position does not carry programmatic decision-making or co-leadership authority; success is defined by strengthening execution, coordination, operational discipline, and reliable follow-through in support of the Deputy Executive Director of Programs.

KEY RESPONSIBILITIES

Executive Calendar & Workflow Management

• Manage the Deputy Executive Director of Programs' calendar, meetings, and priorities
• Prepare agendas, briefing materials, and follow-up action items
• Anticipate and resolve scheduling conflicts proactively
• Serve as a primary point of coordination for internal and external meetings

Project & Initiative Coordination

• Coordinate cross-program initiatives led by the Deputy Executive Director of Programs
• Develop and maintain project plans, timelines, and task trackers
• Monitor progress, follow up on deliverables, and escalate issues as appropriate

Program Operations Support

• Coordinate with internal teams to ensure program deadlines, reports, audits, and monitoring requirements are met
• Support preparation of internal reports, summaries, and presentations
• Compile, maintain, and regularly update program performance data and documentation, ensuring materials serve as accurate and reliable sources of truth

Task Execution and Problem Solving

• Take ownership of discrete assignments on behalf of the Deputy Executive Director of Programs
• Conduct research, benchmarking, and comparative analysis of peer agencies & programs
• Draft internal summaries, briefing documents, and communications
• Identify operational gaps and support timely resolution

Systems and Process Management

• Develop and maintain efficient administrative processes and workflows
• Maintain shared documents, dashboards, and project-management tools
• Help standardize templates and tracking systems across programs
• Recommend process improvements to increase efficiency and clarity

Technology & Digital Fluency

• Advanced proficiency in Google Workspace, Microsoft Office, scheduling platforms, and shared drives
• Experience with project-management and tracking tools (e.g., Asana, Notion, Excel/Sheets)
• Quickly learns new systems and supports executive use of technology

Accountability & Follow-Through

• Take ownership of work and bring tasks to completion with minimal supervision
• Maintain attention to detail while keeping awareness of broader program context
• Handle sensitive and confidential information related to staff, programs, funders, and clients with discretion and sound judgment
• Represent the Deputy Executive Director of Programs and the organization with professionalism and care

QUALIFICATIONS

Competencies

• Executive-Level Administrative Excellence
  Demonstrates exceptional ability to manage complex executive calendars, coordinate travel and meetings, prepare high-level correspondence, and handle competing priorities with precision, discretion, and efficiency.
• Strategic Communication & Relationship Management
  Exhibits outstanding written and verbal communication skills and the ability to build and maintain trusted relationships with board members, senior leadership, donors, partners, and internal staff while representing the Executive Director and organization professionally.
• Judgment,…