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About the Role
The Executive Assistant is a trusted partner to the Executive Director and senior leadership team, managing the Executive Director's calendar and correspondence, preparing for meetings, tracking follow-ups, and supporting board and funder engagement. This role also serves as the welcoming first point of contact for HOPE, managing the main phone line and mail.
Responsibilities
- Manage the Executive Director's calendar, scheduling, and meeting coordination.
- Manage the Executive Director's correspondence, including drafting replies and letters.
- Prepare the Executive Director for each day and week with agendas and briefing notes.
- Coordinate the Executive Director's external meetings, events, and travel.
- Collect and submit the Executive Director's receipts and expense reports.
- Schedule senior leadership team meetings, prepare agendas, take notes, and track decisions.
- Follow up with leaders on deadlines and action items.
- Create and maintain trackers, shared calendars, and records for leadership priorities.
- Support senior leaders with scheduling, document preparation, and special projects.
- Keep the Executive Director's files, documents, and shared drives organized.
- Route documents for review, approval, and signature, and track them to completion.
- Serve as a link between the Executive Director's office and staff across departments.
- Partner with the Operations team on logistics for leadership meetings, board meetings, and events.
- Coordinate funder visits, site tours, and partner meetings.
- Keep contact lists and records for funders and key partners up to date.
- Greet all stakeholders who visit HOPE's main site.
- Manage HOPE's main phone line, answer calls, and route messages.
- Manage mail for the main site, including receiving, sorting, and distributing.
- Prepare for visits from guests of the Executive Director and senior leadership.
- Provide backup coverage at the front desk when needed.
Requirements
- Bachelor's degree, executive or administrative support experience, or both.
- Experience supporting a senior leader, or managing a busy calendar and inbox, is a plus.
- Strong judgment and discretion with confidential information.
- A self-starting mindset, with a habit of anticipating needs and solving problems.
- Excellent written communication skills, including drafting professional emails and letters.
- Strong organizational skills and attention to detail.
- Ability to manage competing priorities for several leaders.
- A warm, professional presence, in person and on the phone.
- Commitment to HOPE's mission of advancing economic mobility through green careers.
- Spanish or another language spoken by HOPE participants is a plus.
Skills
- Proficiency with Microsoft Office and/or Google Workspace, especially Excel or Sheets.
- Salesforce experience is a plus.
Location
- 1 Smith Street, Brooklyn, NY 11201
Work Type
- Full Time
- On-site
Experience Level
- Recent college graduates are encouraged to apply.
Education Level
- Bachelor's degree
Salary/Compensations
- $45000.00 - $50000.00
Benefits
- Healthcare
- Vision and dental insurance
- Retirement plan
- Competitive vacation
- Half-day Fridays during July and August
- 12 paid holidays
About the Company
- The HOPE Program (HOPE) empowers New Yorkers to build stronger futures through comprehensive training, employment, career advancement, and lifelong support.
- For forty years, HOPE has stood as a pillar for individuals facing systemic barriers to economic opportunity.
- Our vision of a Home Of Prosperity and Empowerment goes beyond traditional job placement.
- We prepare participants for meaningful, sustainable careers while working to address systemic challenges in underserved neighborhoods.
- Through our signature workforce development initiatives and holistic support services, we empower individuals to overcome unemployment, underemployment, and financial instability — creating lasting change for themselves and their communities.
- Our employees embody HOPE’s core values—Heart, Opportunity, Purpose-Driven, and Excellence—by embracing a growth mindset, showing empathy, and remaining deeply committed to the individuals we serve.
- We are committed to breaking the cycles of poverty and exclusion that impact so many in our city.
Equal Opportunity
- The HOPE Program is an equal opportunity employer.