Executive Assistant

About The Company

The Boys' Club of New York (BCNY) partners with boys and young men to provide free, high-quality programs that support positive youth development. Across three clubhouses in East Harlem, Mott Haven, and Flushing, as well as a wilderness camp in Harriman State Park, members explore diverse interests—from swimming and robotics to theatre and outdoor adventure—while building essential skills, confidence, and lifelong friendships. As youth homelessness continues to rise and immigrant families face increasing challenges, BCNY is committed to expanding its support services to meet urgent community needs. Guided by a youth-first mission and driven by dedicated staff, BCNY remains a leader in youth development and community engagement. We invite passionate individuals to join our mission and contribute to transforming young lives.

About The Role

The Executive Assistant serves as a vital administrative partner within BCNY's Executive Office, ensuring the CEO's schedule, communications, and priorities are managed with efficiency and professionalism. Reporting directly to the Chief of Staff, this role involves high-level calendar management, handling correspondence, coordinating board logistics, and supporting office operations. The ideal candidate is highly organized, detail-oriented, and maintains a high level of discretion. This position is suited for individuals who excel in fast-paced environments, enjoy creating structure amidst complex workflows, and are committed to supporting organizational excellence. The Executive Assistant plays a key role in facilitating smooth communication and operational efficiency, enabling the leadership team to focus on strategic initiatives that advance BCNY's mission.

Qualifications

• A minimum of 3-5 years of experience in executive administrative support, preferably within a nonprofit or mission-driven organization
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• High level of discretion, professionalism, and confidentiality
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint
• Experience using AI tools and workflow automation to enhance productivity
• Spanish language proficiency strongly preferred
• Commitment to equity, inclusion, and BCNY's mission and values

Responsibilities

• Manage the CEO's calendar, including scheduling, prioritization, and coordinating meeting logistics
• Monitor and triage incoming communications to the Executive Office, ensuring timely responses and appropriate routing
• Coordinate travel arrangements and process expense documentation
• Maintain and update contact lists and stakeholder information for the Executive Director
• Assist in preparing for speaking engagements, meetings, and external events
• Oversee the daily operations of the Executive Office to ensure smooth workflows
• Track and manage deliverables, deadlines, and action items for the Executive Office
• Maintain organized digital and physical filing systems for governance, compliance, and strategic documents
• Support the development and upkeep of organizational trackers and calendars
• Assist in documenting and managing versions of the operations manual
• Order and manage office and kitchen supplies, ensuring a well-stocked environment
• Coordinate with building management, vendors, and maintenance staff regarding office needs and facility issues
• Prepare meeting spaces, coordinate hospitality, and manage logistics for external guests and events
• Respond to inquiries via phone and email with professionalism and warmth
• Support external communications and represent BCNY positively to partners and visitors

Benefits

• Paid time off to support work-life balance
• Comprehensive health, dental, and vision insurance coverage
• 403(b) retirement savings plan with employer contributions
• Flexible Spending Account (FSA) for healthcare and dependent care expenses
• Life insurance coverage
• Employee Assistance Program (EAP) offering counseling and support services
• Professional development opportunities and a collaborative work environment