Senior Executive Assistant to the Chief Executive Officer

Job description

About The New York Climate Exchange

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 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.

Position Summary

The New York Climate Exchange seeks an exceptional Senior Executive Assistant (SEA) to serve as a trusted partner to the Chief Executive Officer (CEO). This is a highly visible and impactful role that extends well beyond traditional executive support. The Senior Executive Assistant is responsible for ensuring the CEO’s time, communications, priorities, stakeholder relationships, meetings, and travel are managed with precision, professionalism, and exceptional attention to detail. The role incorporating some of the capabilities commonly associated with a Chief of Staff, including executive operations, stakeholder management and communications support.

The ideal candidate is a seasoned executive support professional with significant experience supporting CEOs, Presidents, Executive Directors, Founders, or similarly senior leaders. This individual operates with discretion, sound judgment, emotional intelligence, and a high degree of independence. The successful candidate will be highly organized, exceptionally resourceful, proactive, responsive, and comfortable working in an entrepreneurial, fast-paced environment where priorities evolve rapidly.

This individual will regularly engage with board members, major donors, philanthropists, government officials, academic partners, corporate leaders, community partners, and other high-profile external stakeholders. The ability to represent the CEO and The Exchange with confidence, diplomacy, and professionalism is essential.

The position requires flexibility and responsiveness, including periodic evening and weekend availability and the ability to manage urgent issues that arise outside traditional business hours.

Key Responsibilities

Executive Partnership & Strategic Support

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

Executive Operations & Organizational Coordination

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

Stakeholder & Relationship Management

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

Meeting Management & Executive Preparation

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

Communications & Executive Support

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

Board, Donor & External Engagement Support

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

Complex Travel & Executive Logistics

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

Executive Events & Special Projects

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

Financial & Administrative Support

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

Confidentiality & Professionalism

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

Required Qualifications and Attributes

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

Preferred Qualifications and Attributes

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

Compensation & Benefits

Salary Range: $130,000–$155,000 , commensurate with qualifications and experience.The Exchange offers a competitive benefits package, including medical, dental, vision, retirement benefits, paid time off, and Summer Fridays.

Additional Information

Location:

New York City (Hybrid)

Reporting Relationship:

Chief Executive Officer

Travel:

Occasional domestic travel may be required. Periodic evening and weekend availability may also be required based on executive and organizational needs.

Equal Employment 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.

A Note to Prospective Applicants

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.

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Worksite address

new york, NY, 10261, US

Who can apply

Review the original listing for work authorization, qualifications and employer requirements.