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Executive Assistant
Our client is an association management company that specializes in supporting multiple YPO chapters across the NJ/NY region. We partner with high-performing CEOs and chapter officers to deliver executive-level strategy, seamless operational execution, and a world-class member experience. As we enter an exciting phase of growth, we’re looking for a high-performing Executive Assistant to work closely with our CEO and help elevate leadership effectiveness and day-to-day operations.
Job Summary:
What You’ll Do:
What We’re Looking For:
Tools & Skills You’ll Need:
We’re looking for someone who brings emotional intelligence, follow-through, and a "figure-it-out" mindset. You’ll work with a CEO who leads with service and values directness, collaboration, and excellence. You’ll be trusted to operate with autonomy, bring structure to chaos, and add energy to a mission-driven team environment.
Job Summary:
- We are seeking a top-tier Executive Assistant who thrives in a detail-driven, fast-paced environment.
- You’ll need more than just exceptional organizational skills—you’ll need the commercial savvy, problem-solving ability, and adaptability to anticipate needs and take action.
- You will manage the CEO’s email and calendar, coordinate across four YPO chapters, track expenses, handle invoicing, and support high-level projects with autonomy and efficiency.
- Experience in remote executive support within high-growth, nonprofit, or startup organizations is a strong advantage.
What You’ll Do:
- Inbox Management: Handle high-volume shared inboxes (100–150 emails/day), prioritizing and actioning messages with minimal oversight.
- Calendar & Meeting Coordination: Schedule and manage meetings across multiple time zones and stakeholders; prep materials, manage logistics, and document key takeaways.
- Travel & Event Support: Book travel, research venues, and support YPO chapter event logistics and registrations.
- Invoicing & Expense Tracking: Maintain accurate records for monthly billing, reconcile CEO expenses, and ensure client-specific invoicing accuracy.
- Project & Admin Support: Create digital forms, update documents and websites, pull data, and provide hands-on support for day-to-day operations.
- Board Meeting Support: Prepare board packets, organize materials, and follow through on meeting action items.
What We’re Looking For:
- Minimum 5 years of experience supporting senior executives remotely.
- Proven expertise in managing high-volume email inboxes and dynamic calendars.
- Strong commercial thinking and critical problem-solving skills.
- Self-starter with exceptional organization and prioritization abilities.
- Experience in nonprofit, startup, or small-business environments is a plus.
- Familiarity with YPO or similar executive leadership networks is preferred.
Tools & Skills You’ll Need:
- Proficiency in G-Suite (Gmail, Calendar, Sheets), Zoom, Slack, and Calendly.
- Experience with invoicing platforms, web forms, and project management tools like ClickUp or Trello.
- Strong written communication and professional email etiquette.
- Ability to work independently, make decisions, and handle complexity with ease.
We’re looking for someone who brings emotional intelligence, follow-through, and a "figure-it-out" mindset. You’ll work with a CEO who leads with service and values directness, collaboration, and excellence. You’ll be trusted to operate with autonomy, bring structure to chaos, and add energy to a mission-driven team environment.
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