Description
Job Overview:
The Executive and Operations Administrator serves as a trusted partner to the Chief Executive Officer, providing high-level executive support to ensure the CEO’s time, priorities, and communications are effectively managed. This role is central to maintaining the day-to-day flow of the CEO’s work and enabling leadership to focus on strategic priorities.
In addition to core Executive Assistant responsibilities, this role supports organizational operations and provides administrative support to the Chief Operating Officer, including coordination of select HR processes and internal communications. This position plays a key role in connecting executive leadership with the broader organization and supporting a well-coordinated, high-functioning workplace.
The ideal candidate is highly organized, proactive, and able to manage multiple priorities with discretion and sound judgment. This individual is comfortable operating in a fast-paced, mission-driven environment and enjoys working across teams. This position reports to the Chief Executive Officer and works closely with the Chief Operating Officer.
Responsibilities:
Executive Assistant Support (Core Function 80%)
Provide comprehensive, day-to-day executive support to the CEO to ensure effective use of time and priorities
Manage complex and dynamic calendar, including scheduling, prioritization, and resolving conflicts with little guidance. Maintain a clear calendar system (including color coding, meeting types, and priorities)
Serve as the primary point of contact for the CEO, triaging requests, track all outstanding commitments and ensuring timely follow-up across stakeholders
Coordinate all meetings, including preparing agendas, materials, and tracking follow-up items
Anticipate and plan for in-person meetings and events, including venue coordination and hospitality details
Manage travel logistics, itineraries, and related coordination
Manage and submit monthly expense reports and receipts on behalf of the CEO in a timely and accurate manner
Draft, edit, and manage correspondence, presentations, and communications on behalf of the CEO Anticipate needs and proactively address issues to ensure smooth daily operations
Handle confidential and sensitive information with discretion Support CEO engagement with Board, donors, and external stakeholders Support preparation of board communications, memos, meetings, logistics and presentations
Maintain organized records of board and executive materials
Other duties as assigned
Operations and Organizational Support (20%)
Assist with tracking and follow-up on organizational priorities and cross-team initiatives
Support office operations, procurement, and coordination with building management
Maintain organized systems for document management and internal resources
Assist in improving administrative and operational processes
Provide administrative support to the COO on operational and HR-related processes
Assist with coordination of hiring, onboarding, and staff transitions
Maintain and organize HR-related documentation and internal records
Support implementation of internal policies and procedures
Help maintain organizational charts and internal tracking tools
Support internal communications related to operations, HR updates, and organizational initiatives
Qualifications:
3–5 years of relevant experience in executive support, operations, or administrative roles
Experience working in a nonprofit or mission-driven organization preferred
Strong organizational and time management skills with attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and adapt to changing needs
High level of emotional intelligence, professionalism, and kindness in all interactions
Strong judgment and ability to handle sensitive and confidential information
Ability to work independently and collaboratively across teams
Demonstrated ability to manage up and anticipate leadership needs
Proficiency in Microsoft Office, Google Suite, and common workplace systems
Comfortable working in a fast-paced environment
Interest in affordable housing and community development a plus
Location, Hours:
This position is a hybrid in-person and work-from-home model. At least two full days in person/in office. The office is located at 111 John St., Suite 770, New York, NY 10038. Regular hours are Monday through Friday, 9am to 5pm, with flexibility required for evenings and weekends as needed.
Compensation:
Salary range: $70,000 to $75,000, commensurate with experience.
Application Instructions:
Careers at Habitat for Humanity New York City and Westchester County are challenging, rewarding and fulfilling. If you are interested in bringing your passion for the mission of Habitat for Humanity to the organization, please apply by sending a resume and cover letter to [email protected] with the subject “Executive & Operations Administrator”.
