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About the Role

The Senior Executive Assistant (SEA) serves as a trusted partner to the Chief Executive Officer (CEO), managing their time, communications, priorities, stakeholder relationships, meetings, and travel with precision and professionalism. This role incorporates capabilities commonly associated with a Chief of Staff, including executive operations, stakeholder management, and communications support.

Responsibilities

Serve as the primary executive support partner to the CEO and operates as an extension of the CEO’s office.
Manage a complex and dynamic calendar while balancing competing priorities.
Ensure the CEO’s time is aligned with organizational goals and strategic priorities.
Anticipate needs, identify potential conflicts, and develop solutions before issues arise.
Prepare the CEO for meetings, presentations, media appearances, donor engagements, board activities, and public events through commissioning and compiling comprehensive briefing materials and background research.
Draft, edit, and proofread correspondence, presentations, reports, speeches, talking points, and executive communications.
Track key decisions, deadlines, commitments, and follow-up actions across multiple initiatives.
Operate as a trusted advisor and thought partner to the CEO on administrative, operational, and organizational matters.
Serve as a proxy for the CEO when appropriate, ensuring important matters continue to move forward effectively.
Coordinate and monitor cross-functional initiatives on behalf of the CEO.
Coordinate follow-up actions and accountability to ensure priorities remain on track.
Support leadership meetings, Board meetings, strategic planning sessions, donor engagements, and organizational convenings.
Work across departments to facilitate timely execution of CEO priorities and organizational commitments.
Identify opportunities to improve workflows, processes, communication, and operational efficiency.
Help resolve organizational issues by gathering information, coordinating stakeholders, and driving appropriate follow-through.
Serve as a key point of contact for internal and external stakeholders on behalf of the CEO.
Build positive and productive relationships with Board members, donors, elected officials, academic leaders, corporate executives, community partners, and other stakeholders.
Coordinate communication and follow-up with senior stakeholders.
Navigate sensitive and complex situations with discretion, composure, and emotional intelligence.
Represent the CEO and The Exchange with professionalism and credibility at all times.
Maintain strong working relationships across the organization and with external partners.
Coordinate and manage a high volume of internal and external meetings on behalf of the CEO.
Coordinate scheduling across multiple stakeholders, organizations, and time zones.
Prepare agendas, briefing materials, meeting notes, talking points, and follow-up communications.
Conduct or commission background research and gather relevant information to ensure the CEO is fully prepared for meetings and engagements.
Ensure meetings are executed professionally and efficiently, with all necessary materials prepared in advance.
Track meeting outcomes, decisions, commitments, and follow-up actions.
Ensure appropriate stakeholders are informed and action items are completed.
Support the CEO in preparing speeches, presentations, remarks, talking points, correspondence, and other executive communications.
Coordinate with internal teams to gather information and materials needed for executive communications.
Support preparation for media interviews, public appearances, conferences, donor meetings, and other high-profile engagements.
Ensure communications and materials reflect the appropriate level of professionalism, accuracy, discretion, and organizational voice.
Support the CEO’s engagement with the Board of Directors and other governance bodies.
Assist with preparation for Board meetings, committee meetings, donor engagements, and strategic discussions.
Coordinate materials, schedules, logistics, and follow-up associated with high-level stakeholder engagements.
Support donor and philanthropic engagement activities in partnership with internal teams.
Manage sophisticated domestic and international travel arrangements for the CEO.
Coordinate flights, accommodation, transportation, visas, meeting schedules, and executive logistics.
Manage last-minute travel changes, cancellations, flight disruptions, weather-related delays, and other unforeseen challenges.
Maintain extensive familiarity with New York City transportation systems, airports, hotels, venues, and executive travel logistics.
Ensure seamless execution of executive travel and related stakeholder engagements.
Manage logistics for executive events, retreats, conferences, donor engagements, Board activities, and other high-profile organizational events.
Coordinate multiple stakeholders, vendors, venues, schedules, and materials to ensure successful execution.
Support special projects and strategic initiatives led by or assigned through the CEO’s office.
Take ownership of time-sensitive and high-priority assignments requiring discretion, initiative, and independent judgment.
Coordinate and process CEO-related expense reports and supporting documentation.
Assist with executive-level administrative and financial tracking as needed.
Maintain organized records and documentation related to executive activities.
Support appropriate administrative processes associated with the CEO’s office.
Handle highly sensitive organizational, personnel, financial, governance, legal, fundraising, and strategic information with complete discretion.
Exercise exceptional judgment when responding to sensitive and confidential matters.
Maintain professionalism and composure under pressure.
Demonstrate a service-oriented mindset and commitment to excellence.
Protect the confidentiality and integrity of information entrusted to the CEO’s office.
Maintain appropriate boundaries and discretion when working with senior leaders and external stakeholders.

Requirements

Bachelor’s degree or equivalent professional experience.
Minimum of 8 years of progressively responsible executive support, operations, administration, project coordination, or related experience.
Demonstrated experience supporting a CEO, President, Executive Director, Founder, or other senior executive leader.
Significant experience operating and ability to prioritize in complex, fast-paced, or high-growth environments.
Extensive experience managing highly complex calendars with competing priorities and frequent changes.
Extensive experience coordinating domestic and international executive travel.
Exceptional organizational skills and meticulous attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to exercise discretion, maintain confidentiality, and use sound judgment.
Strong project management and cross-functional coordination skills.
Advanced proficiency with Microsoft Office Suite, Outlook, Teams, Zoom, PowerPoint, and related productivity tools.
Ability to work evenings, weekends, and outside traditional business hours when required.
Ability to work independently with minimal supervision and exercise appropriate judgment regarding escalation.
Experience supporting executives within nonprofit, philanthropy, climate, sustainability, public policy, academic, government, or other mission-driven organizations.
Familiarity with fundraising operations, donor stewardship, and Board governance.
Experience supporting organizations during periods of rapid growth, organizational transformation, or startup development.
Familiarity with New York City’s nonprofit, philanthropic, academic, government, and business communities.
Experience performing Chief of Staff-adjacent responsibilities, including executive operations, stakeholder management, strategic planning support, organizational problem-solving, and cross-functional project coordination.
Must be able to work in the United States.

Skills

Executive Partnership
Strategic Support
Calendar Management
Prioritization
Briefing Material Preparation
Research
Drafting Correspondence
Editing
Proofreading
Executive Communications
Decision Tracking
Deadline Management
Commitment Tracking
Follow-up Actions
Trusted Advisor
Thought Partnership
Proxy Representation
Cross-functional Initiative Coordination
Accountability Management
Leadership Meeting Support
Board Meeting Support
Strategic Planning Session Support
Donor Engagement Support
Organizational Convening Support
Workflow Improvement
Process Improvement
Communication Improvement
Operational Efficiency Improvement
Issue Resolution
Stakeholder Management
Relationship Building
Discretion
Composure
Emotional Intelligence
Professionalism
Credibility
Meeting Management
Agenda Preparation
Meeting Notes Preparation
Talking Points Preparation
Follow-up Communication
Speech Preparation
Presentation Preparation
Remarks Preparation
Media Interview Support
Public Appearance Support
Conference Support
Donor Meeting Support
High-Profile Engagement Support
Board Engagement Support
Governance Body Support
Committee Meeting Support
Strategic Discussion Support
Donor Engagement Support
Philanthropic Engagement Support
Travel Arrangement Management
Visa Coordination
Meeting Schedule Coordination
Executive Logistics Management
Last-Minute Travel Change Management
Flight Disruption Management
Weather-Related Delay Management
New York City Transportation System Familiarity
Airport Familiarity
Hotel Familiarity
Venue Familiarity
Executive Event Management
Retreat Management
Vendor Coordination
Schedule Coordination
Material Coordination
Special Project Support
Time-Sensitive Assignment Management
Initiative
Independent Judgment
Expense Report Processing
Administrative Support
Financial Tracking
Record Maintenance
Confidentiality
Judgment
Composure Under Pressure
Service-Oriented Mindset
Commitment to Excellence
Integrity Protection
Boundary Maintenance
Microsoft Office Suite Proficiency
Outlook Proficiency
Teams Proficiency
Zoom Proficiency
PowerPoint Proficiency
Productivity Tool Proficiency

Location

New York City

Work Type

Hybrid
Occasional domestic travel
Periodic evening and weekend availability

Experience Level

Senior Executive Assistant
8+ years of experience
Significant experience supporting senior leaders
Extensive experience managing complex calendars
Extensive experience coordinating executive travel

Education Level

Bachelor's degree or equivalent professional experience

Salary/Compensations

$130,000–$155,000

Benefits

Medical
Dental
Vision
Retirement benefits
Paid time off
Summer Fridays

About the Company

The New York Climate Exchange (“The Exchange”) is a global nonprofit organization dedicated to accelerating climate solutions through research, education, innovation, and collaboration.
Through partnerships spanning academia, government, philanthropy, industry, and communities, The Exchange is building a world-class climate solutions center headquartered in New York City.
The Exchange brings together leading experts, practitioners, policymakers, and innovators to advance climate action and create scalable solutions for a more sustainable future.

Equal Opportunity

The New York Climate Exchange is an Equal Opportunity Employer.
The Exchange provides equal employment opportunities to all employees and applicants for employment without regard to unlawful considerations of race, color, creed, religion, gender, sex, national origin, ancestry, citizenship status, genetic information, military or veteran status, age, physical or mental disability, or any other classification protected by applicable local, state, or federal laws.
Due to the high volume of applications received, The Exchange is unable to provide individual feedback. Only shortlisted candidates will be contacted.
Research indicates that men tend to apply for jobs when they meet approximately 60% of the criteria, while women and people from other marginalized groups may be more likely to apply only when they meet all of the stated qualifications.
If you are passionate about The Exchange’s mission and believe you have the skills, experience, judgment, and potential to be successful in this role—even if you do not check every box—we encourage you to apply. We would appreciate the opportunity to consider your application.
You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.