Job Description

Executive Assistant to CEO

Organization: We All Really Matter (W.A.R.M.)

Location: Harlem, NY (In-person)

Salary: $65,000 annually

Schedule: Full-time

Benefits: Healthcare or other benefits not currently included

About W.A.R.M

We All Really Matter (W.A.R.M) is a mission-driven. community-based 501(c)(3) nonprofit organization. We provide comprehensive services and holistic healing programs for victims and survivors of intimate partner violence. Our work is rooted in compassion, innovation, and a deep commitment to equity and justice. We aim to create safe spaces and offer culturally relevant resources. We also advocate for long-term systems change in the lives of those we serve.

Position Overview

We All Really Matter (W.A.R.M.) is seeking a highly organized and detail-oriented Executive Assistant to provide high-level support to the Chief Executive Officer. This key role ensures day-to-day operational flow, supports strategic initiatives, and coordinates cross-functional communication.

The Executive Assistant will manage complex calendars and help streamline information flow. They will support project execution and ensure the CEO is well-prepared for daily responsibilities and external engagements. This role also includes managing the organization’s social media accounts and newsletters, maintaining brand consistency, and supporting outreach across digital platforms.

This position is ideal for a proactive, mission-aligned professional who thrives in a fast-paced environment. The ideal candidate exercises sound judgment, maintains discretion, and brings strong organizational and communication skills to executive-level support.

Key Responsibilities

• Serve as the CEO’s right hand by managing daily priorities, tracking action items, and ensuring timely follow-up on tasks and commitments.
• Prepare and manage the CEO’s calendar and executive agenda, including coordinating meetings, scheduling engagements, preparing materials, and ensuring smooth daily operations.
• Conduct daily check-ins with the CEO and coordinate weekly planning sessions with the Deputy Director.
• Oversee executive email inboxes with discretion, prioritizing urgent messages and maintaining organized communication.
• Coordinate travel arrangements and accommodations for the CEO and executive team, including itineraries and logistics.
• Conduct meeting preparation, including background research, briefing documents, and participant coordination.
• Arrange speaking engagements, events, and partner meetings based on executive preferences and availability.
• Track ongoing initiatives, manage stakeholder communications, and maintain accurate records, MOUs, and follow-up actions.
• Manage the organization’s social media platforms, email newsletters, and public-facing digital content in alignment with the organization’s brand and communication goals.
• Support fundraising efforts by maintaining the grant and donor tracking calendar, drafting thank-you letters, and coordinating follow-ups with key partners.
• Prepare materials and coordinate logistics for weekly staff meetings and monthly board meetings, including agendas and virtual meeting links.
• Maintain organized digital and physical filing systems, ensuring confidentiality of sensitive documents.
• Handle incoming phone calls and messages on behalf of the CEO in a professional and timely manner.
• Provide light office support, including preparing materials, setting up hospitality for visitors, and maintaining the CEO’s workspace.
• Assist with urgent tasks related to emergency intakes, client-facing events, or special projects as needed.
• In addition to core executive support responsibilities, the position will include select personal assistant duties to help ensure seamless support in both professional and personal matters.

· Bachelor’s degree in Business Administration, Communications, or related field preferred

· 2+ years of experience in an executive support, operations, or administrative role

· Strong organizational and multitasking skills, with the ability to work independently

· Excellent written and verbal communication skills

· Proficient in Microsoft Office Suite, Google Workspace, Zoom, Canva, and social media tools

· Discretion, professionalism, and a deep commitment to W.A.R.M.’s mission

Job Tags

Similar Jobs