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Her Justice · 1 week ago

Executive Assistant and Senior Coordinator of Strategy & Relationships

New York, NY

Full-time

Hybrid

Mid, Senior Level

$66K/yr - $83K/yr

3+ years exp

Her Justice is a nonprofit organization that advocates for and with women and gender diverse people living in poverty in New York City. The Executive Assistant and Senior Coordinator of Strategy & Relationships provides high-level executive, administrative, and strategic coordination support to the Executive Director and Board of Directors, playing a critical role in advancing the organization's long-term strategic and operational goals.

AssociationConsulting

Culture & Values

Responsibilities

Provide comprehensive executive and administrative support to the Executive Director, including calendar management, scheduling, meeting coordination, and travel arrangements as needed

Serve as an executive-functioning partner to the Executive Director by proactively tracking priorities, deadlines, follow-ups, and dependencies across initiatives

Maintain systems (task trackers, timelines, reminders, alerts, and follow-up mechanisms) that support the Executive Director in staying aligned with short- and long-term commitments

Regularly check in with the Executive Director to plan ahead, anticipate upcoming needs, and adjust priorities as organizational demands shift

Manage the Executive Director’s inbox with a high level of autonomy and confidentiality, including triaging communications and drafting responses as appropriate

Prepare, edit, and proofread correspondence, reports, presentations, and other materials as assigned

Ensure Executive Office files and records are accurately maintained and organized in SharePoint

Proactively identify opportunities to improve administrative systems, workflows, and information flow to enhance executive and organizational effectiveness

Develop familiarity with all facets of the organization by attending departmental meetings, participating in trainings, and providing ad-hoc administrative support to senior leaders as needed

Exercise independent judgment in advancing work while escalating decisions, risks, or sensitive matters to the Executive Director as appropriate

Draft, edit, and send professional, donor-, Board-, and partner-facing communications on behalf of the Executive Director with accuracy, clarity, and discretion

Ensure all external communications from the Executive Office reflect Her Justice’s values, voice, and professional standards

Exercise independent judgment regarding tone, urgency, and follow-up, elevating items to the Executive Director as appropriate

Maintain strict confidentiality across all Executive Director communications, files, and sensitive information

Serve as the primary administrative liaison to the Board of Directors and its standing committees

Work alongside Executive Director to cultivate and steward relationships with Board of Directors and other major donors, including through responsivity

Coordinate all Board and committee meetings, including scheduling, materials preparation, logistics, and follow-up

Attend approximately 4–5 Board meetings annually (typically held outside regular business hours) and capture and distribute meeting minutes

Manage the annual Board meeting cycle, calendar, and compliance requirements

Coordinate Board-related compliance processes, including Form 990 requests, donor documentation, and reporting needs

Independently manage high-volume correspondence with 30+ Board members and related stakeholders

Coordinate government grants management across Programs, Policy, Finance, and Development, serving as a central point of contact to ensure cross-departmental alignment and compliance

Manage grant timelines, calendars, deadlines, and required documentation to support accurate and timely submissions

Coordinate and compile inputs from internal stakeholders, including program narratives, policy materials, financial documentation, and contracting components

Prepare, assemble, and submit government grant applications and related materials with attention to detail and accuracy

Partner closely with the Grants Manager, with increasing ownership of grant coordination and submission processes over time

Support the planning, coordination, and execution of agency-wide strategic initiatives, projects, and leadership-led efforts

Own the coordination of all-staff meetings, internal events, and major organizational convenings, including drafting/editing materials (e.g. PowerPoint presentations), scheduling, agendas, logistics, and follow-up

Draft and send external communications from the Executive Director’s office and support major organizational events, including the Annual Benefit, Town Halls, and Corporate Partner events

Coordinate cross-departmental work by facilitating meetings, tracking timelines and deliverables, escalating issues as needed, and ensuring initiatives are completed under deadline pressure

Partner with the Executive Director to plan, coordinate, and execute morale-building, culture-shaping, and community-building initiatives for all staff

Support the design and implementation of staff engagement efforts and agency-wide moments that reinforce organizational values, connection, and belonging

Coordinate communications, logistics, and follow-through for morale and culture initiatives, ensuring timely execution and a strong staff experience

Coordinate and manage recurring, organization-wide processes, including the annual donated hours (firm hours) reporting cycle, in partnership with Finance and Programs

Lead firm outreach, tracking, follow-ups, and data integrity efforts to ensure timely, accurate, and complete reporting

Maintain and regularly update Executive Office documentation, including the Executive Assistant handbook/manual, workflows, timelines, and institutional knowledge

Document annual, cyclical, and ad-hoc processes to support continuity, knowledge transfer, and smooth transitions

Ensure key materials remain current, accurate, accessible, and well-organized

Qualification

Executive support experienceMicrosoft Office 365Project managementWritten communicationInterpersonal skillsOrganizational skillsSocial justice commitmentCultural engagementRelationship buildingConfidentiality

Required

Bachelor's degree required

3–5 years of relevant professional experience, including explicit experience supporting senior leadership, executive offices, and Boards of Directors

Experience supporting organizational initiatives related to staff engagement, culture-building, or internal communications

Demonstrated experience in project management, including tracking timelines, coordinating stakeholders, and maintaining documentation or systems

Strong proficiency in Microsoft Office 365 (Outlook, Word, PowerPoint, Excel, Teams, and SharePoint) and Zoom, with the ability to manage shared documents, calendars, and communications effectively

Excellent written and verbal communication skills, including the ability to draft polished, professional correspondence with accuracy and discretion

Exceptional executive-functioning and organizational skills, with the ability to manage multiple priorities simultaneously, respond promptly to time-sensitive requests, anticipate upcoming deadlines, and maintain a high level of professionalism

Proven ability to handle sensitive, confidential, and high-stakes information with sound judgment and discretion

Strong interpersonal skills and the ability to build effective working relationships across departments and with external stakeholders

Demonstrated commitment to social justice and alignment with the mission and values of Her Justice

Preferred

Experience working in a legal services, nonprofit, or mission-driven organization

Familiarity with government grants processes, compliance documentation, or cross-departmental grant coordination

Experience working with individuals or communities from diverse backgrounds, including survivors of intimate partner violence or communities impacted by systemic inequities