Executive Assistant & Travel Operations Coordinator

Key Responsibilities

Executive Support

Provide high-level administrative support to senior professional leadership.
Manage complex calendars, schedule meetings, conference calls, and appointments across multiple time zones.
Coordinate confidential communications and prepare correspondence, reports, presentations, and meeting materials.
Process expense reports, invoices, reimbursements, and other administrative documentation.
Maintain organized electronic files and administrative systems.

Travel & Logistics Coordination

Serve as one of the organization’s primary coordinators for domestic and international travel arrangements for senior staff, professional leadership, and lay leaders.
Book and manage flights, hotels, ground transportation, itineraries, and travel documentation.
Anticipate and resolve travel-related issues while ensuring cost-effective solutions.
Develop and maintain relationships with preferred airlines, hotels, transportation providers, and travel vendors.
Coordinate executive visits and hospitality needs, ensuring seamless arrival and departure experiences.
Monitor organizational transportation services, including rideshare programs and vendor relationships, while maintaining appropriate documentation and reporting.

Conference & Event Coordination

Coordinate travel and logistics for organizational conferences, meetings, and leadership gatherings.
Manage conference registration, hotel room blocks, transportation, and attendee communications.
Partner with internal stakeholders to support the planning and execution of leadership meetings, staff retreats, team-building activities, and holiday celebrations.
Provide logistical support for organizational events, with responsibilities evolving as the department grows.
Assist with on-site coordination during conferences and major organizational events as needed.

Office & Operations Support

Support the day-to-day operations of the New York office.
Order and maintain office and kitchen supplies and ensure office equipment is functioning properly.
Welcome visitors and coordinate office hospitality.
Create and improve administrative processes that increase efficiency and consistency.
Serve as a resource for staff and collaborate across departments on special projects.

Qualifications

3-5 years of experience supporting senior executives, operations, or administrative functions, preferably within a nonprofit or mission-driven organization.
Demonstrated experience coordinating complex domestic and international travel.
Exceptional organizational and project management skills with meticulous attention to detail.
Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
Strong interpersonal skills with the ability to interact professionally with executives, board members, volunteers, vendors, and colleagues.
Excellent written and verbal communication skills.
Highly proactive, resourceful, and solutions-oriented with strong follow-through.
Ability to handle confidential information with discretion and professionalism.
Collaborative team player with a positive, service-oriented approach.

Technical Skills

Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
Experience with calendar management and travel booking platforms
Experience with Salesforce, Raiser’s Edge, or other CRM/database systems is a plus
Comfortable learning new technology and internal systems

Education & Preferred Qualifications

Bachelor’s degree preferred.
Experience supporting executive leadership and coordinating organizational events is strongly preferred.
Familiarity with nonprofit organizations is a plus.
Hebrew language skills are a plus.

Travel Requirements

Limited travel required (approximately 5-10%) to support conferences, leadership meetings, and organizational events.