Executive Assistant

JOB TITLE: Executive Assistant-Philadelphia, PA REPORTING TO: Executive Director UNIT: Administrative Services FLSA STATUS: Exempt STARTING ANNUAL SALARY RANGE: $75,000 - $85,000 POSITION SUMMARY: Reporting to the Executive Director, the Executive Assistant will serve as a vital bridge between the Executive Director’s office and the organizational operational needs. The role will encompass external communication and special projects for New Voices for Reproductive Justice. This role helps the Executive Director use time effectively, arrive prepared for meetings and engagements, communicate clearly, and follow through on decisions and commitments. The Executive Assistant manages complex scheduling, coordinates executive communications and logistics, organizes information, and maintains practical systems for tracking priorities and deadlines. The position requires sound judgment, discretion, accuracy, and the ability to anticipate needs and resolve routine matters independently within agreed authority. Working collaboratively with staff and leaders, the Executive Assistant supports an accessible and organized Executive Director’s office while maintaining confidentiality and professional boundaries. The role advances New Voices’ commitment to Reproductive Justice and Human Rights for Black women, Black queer folks, and Black marginalized people. ESSENTIAL JOB FUNCTIONS: • Executive Calendar, and Office Effectiveness : Manage the Executive Director’s complex calendar and support systems to align time with agreed organizational priorities, deadlines, travel, meeting preparation, and focused work. Anticipate scheduling challenges, resolve routine conflicts, and recommend options when priorities compete. Maintain and improve workflows that strengthen organization, information retrieval, readiness, and follow-through, and perform related duties consistent with the role’s purpose and level of responsibility. Protect sensitive executive, personnel, financial, governance, and external relationship information using approved systems, appropriate permissions, and disclosure only for legitimate authorized purposes. • Executive Communications, Information and Relationship Management : Build respectful, responsive relationships with staff, senior leaders, board members, funders, and external partners while coordinating access to the Executive Director in line with agreed priorities. Assess and route incoming requests to the appropriate decision-maker or resource, communicate changes professionally, and accurately convey approved messages. Draft, edit, and proofread correspondence, agendas, presentations, and briefing materials for executive review or approved use, and maintain organized electronic records, contacts, and document versions with appropriate access permissions. • Meeting Preparation and Executive Readiness : Coordinate executive and leadership meetings, including agendas, participants, accessibility needs, virtual or physical arrangements, and advance materials. Obtain input from responsible staff, identify information gaps, and prepare concise briefings highlighting relevant context, decisions needed, and outstanding questions. Coordinate board and funder meeting logistics when assigned, respecting designated relationship owners and governance roles. • Decision Tracking and Follow-Through: Accurately document decisions, action items, responsible owners, and agreed deadlines for designated meeting and executive commitments. Maintain an action tracker, request updates, send timely reminders, and alert the Executive Director of overdue commitments or barriers requiring attention. • Executive Travel and Administrative Coordination: Arrange travel, transportation, lodging, meeting locations, contact details, and preparation materials; maintain detailed itineraries. Anticipate disruptions, identify alternatives, communicate changes promptly, and organize receipts, expense documentation, and related records according to established procedures. • Executive Relationship Management : Build respectful, responsive relationships with staff, senior leaders, board members, funders, and external partners. Coordinate access to the Executive Director consistently with agreed priorities, communicate changes professionally, and connect requests to the appropriate decision-maker or resource. Maintain clear boundaries between executive coordination and managerial, financial, policy, or spokesperson authority. EDUCATION/ EXPERIENCE/MINIMUM REQUIREMENTS: Five or more years of progressively responsible administrative or executive-support experience, including at least three years directly supporting a senior executive or comparable organizational leader, or equivalent experience demonstrating these capabilities in a non-profit, community-based, advocacy, or similarly complex environment preferred. Demonstrated experience managing complex calendars, competing priorities, meeting preparation, travel logistics, and deadlines with limited day-to-day direction. Strong writing, editing, proofreading, and verbal communication skills, with the ability to prepare accurate, concise materials for an executive audience. Demonstrated judgment about confidentiality, professional boundaries, routine independent decisions, and appropriate escalation. Ability to create and maintain dependable systems for tracking commitments, retrieving information, and completing work without repeated reminders. Experience coordinating executive interactions with boards, funders, or external partners preferred. Bachelor’s degree in a relevant field or an equivalent combination of education and experience. A degree is preferred, not required. ORGANIZATIONAL CORE COMPETENCIES AT NEW VOICES: Our organizational core competencies play a pivotal role in driving impactful programming and a healthy organizational culture that benefits our staff, stakeholders, communities, and beyond. New Voices embodies a culture of self and organizational awareness, team collaboration, and an ongoing commitment to advocating for our causes. We promote adaptability, proactive, thorough, and effective communication, creativity and teamwork, and a commitment to continuous learning. All employees should maintain proficiency in our organizational core competencies, including but not limited to, Stakeholder Engagement, Basic Technology Skills, Systems Management, Financial Acumen, and Problem Solving. We encourage every employee to reach their fullest potential while maintaining our mission, values, and culture. ORGANIZATIONAL RELATIONSHIPS: Reports to : Executive Director Title(s) of direct reports (if applicable): N/A It works collaboratively with Administrative Services and other units. It may coordinate requests and follow-up on behalf of the Executive Director within explicit delegation. It does not independently direct staff, approve expenditures, establish policy, allocate program resources, or speak publicly for New Voices unless specifically authorized. WORKING CONDITIONS: Work involves substantial computer use, concentration, frequent communication, and management of shifting priorities. Travel to New Voices offices in Philadelphia, Pittsburgh, or Cleveland and other assigned locations may be required to support essential duties. Occasional evening or weekend work may be required for scheduled meetings, events, or travel. Work location, travel frequency, and availability expectations will be established before posting. DISCLAIMER : New Voices for Reproductive Justice is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.