Executive Assistant & Travel Operations Coordinator

Executive Assistant & Travel Operations Coordinator

Location: New York, NY (Hybrid/In-Office as needed)
Reports to: Operations Manager, North America
Salary: $70,000–$75,000 annually
Status: Full-Time

Position Summary

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Travel Operations Coordinator to provide comprehensive administrative and operational support for senior leadership within a dynamic international nonprofit organization.

This position extends well beyond traditional administrative support. The successful candidate will serve as the central coordinator for executive travel, logistics, hospitality, conferences, and special projects while ensuring seamless day-to-day operations for senior professional and lay leadership. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, manages multiple priorities simultaneously, and enjoys creating exceptional experiences for colleagues, volunteers, and organizational leaders.

This position is based in New York City and requires occasional travel to support conferences and organizational events.

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.

Benefits & Compensation

• Salary: $70,000-$75,000, commensurate with experience
• Comprehensive health and dental benefits
• Paid vacation, holidays, and other organizational benefits
• Opportunity to play a key operational role within a mission-driven international nonprofit organization