Assistant to Chief Executive Officer

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Full Time New York, NY, US

The Fresh Air Fund is a youth development organization providing transformative outdoor experiences, at no cost, for New York City children from underserved communities. At six sleepaway camps in New York’s Mid-Hudson Valley, children have new experiences, learn new skills and gain new perspectives. Youth also participate in year‑round leadership, career exploration and educational programs. The Fresh Air Fund seeks an energetic, goal‑oriented professional to provide administrative support to the CEO on day‑to‑day activities in addition to supporting the CEO’s efforts in board engagement, fundraising with major donors, and organizational leadership.

This person will work closely with members across the organization, support the broader executive team, and must be highly collaborative, flexible, and communicative. This position is full‑time, based in our New York City office and currently requires three days a week in the office. The Fresh Air Fund offices are open and available all week, and all employees are permitted and encouraged to come to the office to work.

The Fund may modify its remote work policy generally or with respect to any position at any time. This role reports to the Chief Executive Officer.

• Provide full administrative support to the CEO, including managing the calendar, coordinating internal and external engagements, scheduling travel arrangements, and practicing the highest level of discretion.
• Assist the CEO with preparation for internal and external meetings, including conducting research, creating agendas, confirming details of meetings, gathering materials, and ensuring talking points and background for meetings are prepared in advance.
• Prepare and/or edit correspondence, reports, and presentations on behalf of the CEO to ensure excellence in all written and verbal communication.
• Track and support the CEO’s deadlines and priorities.
• Set, review, and manage the Executive Department’s operating budget.
• Coordinate all aspects of Board of Directors and Committee meetings, including scheduling with Committee Chairs, preparing agendas and materials, distributing invitations, managing A/V support, and taking meeting minutes.
• Assemble and distribute quarterly Board Meeting Books; manage deadlines for staff submissions, coordinate the CEO’s review, and copy edit all materials with strong attention to detail.
• Manage Microsoft Suite and other platforms to schedule meetings and distribute documents.
• Collaborate with leadership to ensure proper governance, including maintaining the organization’s minute book, policies, and governing documents.
• Collaborate with the Development team to support CEO’s portfolio of donors, including outreach, cultivation, and correspondence, while tracking all engagements in Salesforce.
• Support planning and execution of fundraising events, including the CEO’s participation.
• Manage reconciliation of monthly charges and travel reimbursements for the CEO.
• Troubleshoot IT needs for the CEO and manage technology for Board and Committee meetings, collaborating with the IS&T team to ensure seamless hybrid participation.
• Support and manage special projects, as assigned, and serve as a contributing member of the staff by attending meetings and serving on related project teams.
• Liaise with all internal departments to uplift FAF culture and ensure that the CEO’s initiatives are understood by all employees.
• Other responsibilities as assigned.

• 3–5 years of professional experience, ideally in a nonprofit environment, as an Executive Assistant, in a Development office, administrative, or similar support role.
• Strong administrative experience, high level of organization and demonstrated tact and professionalism when coordinating complex scheduling needs with senior leaders and external partners.
• Strong computer skills, including proficiency in Microsoft Office (Word, Excel, and PowerPoint).
• Willingness and…