Office Manager & Executive Assistant

Job Title: Office Manager & Executive Assistant

Reports to: Director of Operations

Location: New York City

FLSA Status: Non-Exempt

Salary: $70,000 (non-negotiable)

Why You’ll Love Working at LEAP

At LEAP, we don’t just build great programs — we build a great place to work. You’ll thrive here if you’re excited to be part of a mission-driven, people-centered, and joy-filled team.

We are:

🌱 Community-oriented, believing in a shared moral responsibility

🎨 Creative, flexible, and open-minded
🚀 Collaborative and mission driven
✅ Accountable to ourselves, each other, and our goals

🌟 Committed to feedback and clear, consistent communication
🌍 Champions of a compassionate and inclusive culture

💖 Supporters of self-care and the well-being of others
🎉 And above all… FUN!

At LEAP, you’ll be empowered to grow, lead, and make a lasting impact — all while being part of a community that values who you are and what you bring.

About the Role

We’re seeking a highly organized, proactive, and people-centered Office Manager & Executive Assistant to support our Executive Leadership Team and ensure our office operations run smoothly. If you thrive in fast-paced environments, love to bring structure to complexity, and enjoy supporting high-impact leaders, this could be the perfect role for you.

The Office Manager & Executive Assistant plays a dual role, supporting the Executive Director and senior leadership team with high-level administrative coordination (50%) while also ensuring the effective and efficient functioning of LEAP’s office operations (50%). This position is ideal for someone who can seamlessly shift between strategic executive support and day-to-day facilities management — and who loves being the go-to problem solver in a dynamic nonprofit setting.

What You’ll Do

Executive Assistant (50%)

Manage the Executive Director’s calendar, coordinate meetings, travel, and appointments.
Track deadlines and follow-ups from leadership meetings.
Draft and proofread emails, correspondence, reports, and presentations.
Coordinate and prepare materials for Board meetings; manage scheduling and logistics.
Provide inbox support and flag key communications for the Executive Director.
Support donor engagement activities and executive-level fundraising initiatives.
Maintain confidentiality and handle sensitive information with the utmost discretion.
Manage ad hoc strategic and administrative projects for the Executive Team.

Office Management & Operations (50%)

Serve as the primary point person for LEAP’s Manhattan office, ensuring it's welcoming, well-stocked, and fully functional.
Liaise with vendors, landlords, and subtenants to coordinate building operations and maintenance.
Create and maintain accessible guides, signage, and systems for smooth office use.
Support on-site meetings and events: coordinate catering, manage set-up, and track supply needs.
Accept and distribute deliveries; manage transportation and storage of materials.
Oversee off-site storage, inventory, and equipment logistics.
Handle incoming/outgoing mail; manage digital and physical delivery to staff.
Coordinate Materials for the Arts appointments and COI requests.
Track, log, and distribute staff technology and equipment.
Support staff use of the office phone system (VOIP) and troubleshoot minor tech issues.

What You’ll Bring

Key Competencies & Skills

Organization & Time Management – You know how to prioritize and juggle multiple deadlines without dropping details.
Communication & Professionalism – You bring warmth, clarity, and discretion to every interaction.
Problem-Solving & Initiative – You don’t wait to be told — you anticipate needs, find creative solutions, and take action.
Tech-Savviness – You’re comfortable with office tech (phones, printers, laptops), Google Suite, and learning new platforms.
Collaboration & Relationship Building – You can work across departments and build trust quickly.
Mission-Driven Mindset – You care about education, equity, and making an impact in communities.

Qualifications

Bachelor’s degree in Business, Arts Administration, or related field (or equivalent experience).
2–4 years of experience in nonprofit operations, executive support, or office management.
Prior experience working with senior leaders or executives strongly preferred.
Experience in a nonprofit or mission-driven setting is a plus.
Strong proficiency in Google Suite (Docs, Sheets, Slides, Calendar).
Comfortable lifting or transporting light supplies and equipment as part of office support needs.

PRE-EMPLOYMENT SCREENING

Pre-employment screening is required for this position, including but not limited to criminal history checks by regulating agencies as needed per placement.

WE ARE AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Please note: In accordance with organizational policy, LEAP does not sponsor individuals on O-1 visas.