Chief Executive Assistant

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Join us at Greater Mental Health of New York, where our mission is to promote mental wellness through advocacy, community education, and direct services. We empower individuals and families on their unique journeys to recovery, honoring their rights to self-determination, choice, and collaboration. With evidence-based practices and a focus on trauma-responsive care, our dedicated team provides comprehensive services to thousands and fosters independence and resilience within our community.

If you're passionate about making a difference in mental health and creating brighter futures for individuals and families throughout the Lower Hudson Valley region, apply today!

The Chief Executive Assistant will lead and oversee the Office of the CEO, ensuring proactive and seamless support across scheduling, travel, and daily operations. They will be responsible for all key executive engagements, including Board of Directors meetings, fundraising events, and executive offsites, while collaborating closely with the Executive Team to drive alignment on priorities, initiatives, and accountability.

This individual will communicate among internal and external stakeholders on behalf of the CEO. In order to do this, they must anticipate issues requiring executive attention and proactively address potential barriers to progress. The CEA must ensure that the CEO and Executive Team's time, focus, and energy are consistently directed toward the organization's highest-impact priorities, enabling efficient decision-making and sustained organizational performance.

General Administration

Executive Office Management

• Lead and manage the operations of the Office of the CEO, ensuring proactive support of the CEO's strategic priorities, daily activities, travel, and scheduling needs.
• Coordinate and manage a complex executive calendar, tracking key deadlines, meetings, events, and commitments.
• Manage CEO logistics and materials for Board meetings, executive retreats, speaking engagements, and other high-profile events.
• Serve as a primary point of contact for stakeholders seeking access to the CEO, ensuring appropriate prioritization and responsiveness.
• Independently draft, edit, and finalize correspondence, presentations, reports, and communications on behalf of the CEO and Executive Office.
• Review, prioritize, and manage CEO email communications with professionalism, confidentiality, and sound judgment.
• Facilitate communication and information flow among executive leadership, staff, board members, and external partners.
• Provide accurate data, reports, and administrative support to members of the executive leadership team as requested.
• Coordinate complex meetings involving senior leadership and external stakeholders.

Executive and Organizational Coordination

• Partner with executive leadership to coordinate organizational initiatives, projects, priorities, and follow-up activities.
• Support the development, review, and maintenance of agency policies and procedures, ensuring timely review by the CEO and Executive Team.
• Monitor action items and organizational commitments, ensuring accountability and timely completion.

Board Governance and Administration

• Serve as primary staff liaison to the Board of Directors and its committees.
• Coordinate all Board and committee meeting logistics, including scheduling, materials preparation, attendance, and follow-up.
• Record, prepare, and distribute accurate meeting minutes and maintain related records.
• Track Board and committee action items and ensure appropriate follow-up.
• Maintain official Board records, including Board and committee rosters, member terms, agreements, and governance documents.
• Support Board recruitment and onboarding activities, including maintaining candidate records, coordinating interviews and orientation meetings, and preparing onboarding materials.
• Attend Board and committee meetings as requested by the CEO.

Core Competencies

• Executive-level administrative support
• Board governance and administration
• Project and meeting management
• Written and verbal communication
• Relationship management and stakeholder engagement
• Confidentiality and discretion
• Organizational and time management skills
• Strategic coordination and problem-solving

Key Performance Indicators (KPIs):

• Consistent on-time completion of executive and board-related projects, initiatives, and deliverables.
• Effective communication and collaboration with the CEO, Executive Team, Board of Directors, and external stakeholders.
• Exceptional organization and coordination of the CEO's schedule, commitments, and priorities.
• Proactive management of deadlines to ensure the CEO, Executive Team, and Board meet key organizational obligations.
• Timely preparation and distribution of board materials, meeting minutes, action items, and follow-up communications.
• Continuous improvement of administrative systems, workflows, and processes that enhance efficiency and effectiveness.
• Accurate and timely tracking of strategic plan initiatives and…