Executive Assistant

Job Description

Executive Assistant (Location: New York, NY)

ABOUT THE POSITION

We are looking for an experienced Executive Assistant (EA) to serve as a trusted partner to the Executive Director (ED), Fr. John Paul Kern, O.P., and leadership team of the Dominican Friars Foundation. The EA will help advance the Dominican mission of preaching for the salvation of souls by understanding the role, relationships, workstyle, habits, and voice of the ED; providing proactive executive support; driving accountability for key priorities; anticipating needs; and ensuring the ED remains well-prepared, informed, and focused amidst competing demands and rapidly changing priorities.

The Dominican Friars Foundation is in an exciting phase of growth, pursuing ambitious goals to expand its impact. The ideal candidate is highly organized, adaptable, and resourceful, with exceptional judgment, discretion, and the ability to thrive in a fast-paced, mission-driven environment. Success in this role requires anticipating needs, managing competing priorities, and providing the structure and support needed for executive leadership to operate at its highest level.

Responsibilities may include:

1. Proactively managing the ED's email inbox and calendar to prioritize the highest-value tasks
2. Coordinating the ED's travel, including itineraries, transportation, lodging, meeting logistics, and related arrangements
3. Providing transition oversight and real-time coordination to balance competing priorities as the ED's day progresses
4. Providing consistent reminders and briefing materials to keep meetings, deliverables, tasks, and follow-up on track
5. Anticipating needs, identifying gaps, and driving follow-through with minimal direction
6. Supporting logistics for monthly leadership meetings as well as semi-annual Board of Directors meetings, including invitations/agendas, reminders, room and video conferencing set-up, and appropriate follow-up
7. Coordinating arrangements for a variety of events including staff retreats, staff professional development, team building activities, and luncheons
8. Other duties as assigned

QUALIFICATIONS

The person holding this position will represent the Dominican Friars in public, bear witness to the Catholic faith, and occasionally lead others in prayer. Applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.

- Faithful, practicing Catholic with knowledge of and affinity for the Dominican mission and charism, who desires to put their talents at the service of the Lord and His Church
- High intellectual and emotional intelligence, coupled with exceptional foresight, judgment, execution, professionalism, empathy, adaptability, and resilience
- Demonstrated ability to anticipate needs, navigate complex interpersonal dynamics with discretion and tact, exercise sound judgment under pressure, and build trusted relationships across all levels of the organization while maintaining the highest standards of professionalism and confidentiality
- Proven ability to excel in a fast-paced, high-demand environment with evolving priorities while maintaining exceptional organization, responsiveness, attention to detail, and a solution-oriented approach
- Demonstrated track record of proactively seeking, thoughtfully incorporating, and acting on feedback to continuously improve performance, strengthen effectiveness, and support ongoing professional growth
- Minimum of 3-5 years of experience directly supporting a senior executive, preferably within a nonprofit or mission-driven organization
- Advanced proficiency in Microsoft Office (Word, Excel, Powerpoint) and Google Workspace (Docs, Sheets, and Slides)
- Basic graphic design skills (or the aptitude and willingness to quickly learn them) to make occasional, time-sensitive edits to presentations, documents, or other materials in support of the Executive Director (our Marketing and Communications team provides primary design support)
- Experience with Salesforce Nonprofit Success Pack (NPSP) or another customer relationship management (CRM) platform is preferred
- Demonstrated ability to quickly learn, adapt to, and master new software and technology is required

IMPORTANT NOTES

This position is full-time, salaried, with a full benefits package (including health and dental insurance, disability insurance, a generous 403(b) retirement plan match, FSA, and commuter benefits), and requires that the candidate live within commuting distance of our offices on the Upper East Side of Manhattan. Due to the nature and responsibilities of this position, the work must be performed in the office; this position is not eligible for remote work on a routine basis. The usual office hours for this position are 9:00am to 5:30pm, but the person in this position may be required to work occasional evenings and weekends to meet project deadlines, attend events, and complete position responsibilities.

The salary for an average candidate for this position will likely fall into the $80,000-$90,000 range, but may be flexible for an exceptional and experienced candidate. A bachelor's degree and 3-5 years of experience directly supporting a senior executive, ideally in the non-profit space, is required.

Please note that applicants must be authorized to work for ANY employer in the U.S., as we are unable to sponsor or take over sponsorship of an employment visa.

To apply, please email a resume and cover letter (including information about what prompted you to apply for this position) to Kelly McNamee at careers@dominicanfriars.org with the words "Executive Assistant" in the subject line. Thank you for considering the Dominican Friars Foundation; we look forward to hearing from you.

About the Employer

The Dominican Friars Foundation is the 501(c)(3) advancement arm of the Dominican Friars of the Province of Saint Joseph. The Foundation unifies the various fundraising efforts that support the Province. With the support of the Dominican Friars Foundation, the friars work for the glory of God and the salvation of souls by building up the local and universal Church, teaching and preaching to students on university campuses, and engaging the broader culture.