Executive Assistant to the Executive Vice President/Chief Financial Officer (EVP/CFO)

SAGE is the world’s largest and oldest organization dedicated to improving the lives of lesbian, gay, bisexual, transgender, and queer or questioning (LGBTQ+) older people. Founded in 1978 and headquartered in New York City, SAGE is a national organization that offers supportive services and consumer resources to LGBTQ+ older adults and their caregivers, advocates for public policy changes that address the needs of LGBTQ+ older people, provide education and technical assistance for aging providers and LGBTQ+ organizations through its National Resource Center on LGBTQ+ Aging, and cultural competence training through SAGECare.

Essential Functions:

The Executive Assistant will be pivotal in supporting the Executive Vice President/Chief Financial Officer (EVP/CFO)  and related innovative partnerships & ventures that align with SAGE’s strategic priorities. This role will report to the EVP/CFO and lead specific projects for the EVP/CFO’s office. In addition, they will work closely with the Executive Team, Senior Directors, Directors, and additional staff involved in project planning activities. The Executive Assistant will track, document, and communicate the day-to-day activities with internal and external parties to ensure all aspects of implementation are coordinated and completed in a timely manner.

The ideal candidate has the ability to work effectively and proactively in a dynamic, fast-paced environment with a wide range of activities and individual roles that must coordinate for project success. They must be able to track and report on multiple details and activities at once as well as track outcomes and timelines with precision. Their work will include monitoring and double-checking work and information for accuracy and quality, as well as keeping information up to date for all project teams. The Executive Assistant will provide excellent follow-up and ensure that communication and planning are proactive when supporting the day-to-day activities of each project.  The Executive Assistant must possess outstanding interpersonal and communication skills as this is a role that interacts with all levels of the organization as well as external stakeholders. They should demonstrate sound judgment and discretion in handling confidential and sensitive matters. The position is a strategic and facilitative one that requires a combination of focus and flexibility.

Specific Roles/Responsibilities Include:

  • Proactively manage the EVP/CFO’s calendar of appointments, including enhanced meeting prep, agenda setting, material gathering, and follow-up to maximize the EVP/CFO’s impact
  • Ensure efficient operation of the EVP/CFO’s team meetings and related activities through preparation, organization, documentation, and next-step management
  • Working with the EVP/CFO and Executive Team members and implementation consultants, help define project scope, goals, dependencies, and deliverables for initiatives
  • Under the direction of the EVP/CFO, create timelines for the implementation of key initiatives. These will include both broader, high-level timelines, as well as more intensive short-term timelines (reflecting plans on a weekly, monthly, and quarterly basis). Maintain and update timelines on a regular basis, allowing for clear communication of progress and any barriers to meeting deadlines
  • Work closely with the EVP/CFO to monitor timelines related to creating Social Enterprises. Ensure timelines are communicated internally to SAGE staff as needed and assist in the coordination and completion of tasks
  • Support communication and coordination on internal project teams. This includes scheduling meetings, planning, and circulating agendas, providing follow-up notes and action items, and answering questions as needed for individuals on each team
  • Create high-quality professional reports, presentations, and summary documents to capture project scope, progress, and outcomes. This could include project plans, activity reports, slide presentations, outcome reports, and other documents to use internally or externally for key stakeholders
  • Conduct research and work on other special projects for the EVP as needed

Required Skills/Qualifications:

  • A Bachelor’s degree and/or substantial relevant work experience, plus a minimum of two years of experience managing complex projects and providing operational support for a non-profit organization
  • Strong organizational and project planning skills, including the ability to set priorities, juggle multiple tasks, organize, and track complex projects and timelines
  • Ability to proactively anticipate needs and adjust processes and plans based on changing circumstances
  • A high standard of work and a conscientious approach to work with the ability to meet tight deadlines, anticipate needs, provide excellent follow-up, and be proactive in resolving issues
  • Experience consulting with high-level stakeholders, including the Board of Directors, Executive Team members, consultants, and decision-makers
  • Ability to interact respectfully with LGBTQ+ older adults, direct care staff and interface easily with a wide range of SAGE constituents and stakeholders
  • Excellent verbal and written communication skills
  • Notary public license or commitment to obtain the license within the first three months of employment
  • Strong commitment to SAGE’s mission and core values

Related Skill/Knowledge:

  • Experience utilizing project management software; Smartsheet preferred
  • Excellent computer skills including MS Office Suite (Excel, Word, and PowerPoint), Outlook, and Virtual meeting platforms (Zoom, Teams, and other third-party applications) – and ability to learn new systems that may be appropriate to this position
  • Extensive knowledge of and demonstrated proficiency with PowerPoint and other presentation software
  • Ability and experience to produce high-quality and visually appealing professional reports. Formal marketing or design experience is not required, but the ability to use Canva or similar software is a plus
  • Ability to work independently and manage multiple diverse projects simultaneously; must be flexible and able to prioritize appropriately
  • High level of attention to accuracy, detail, organization, and follow-through
  • Strategic, analytical, and operational thinker; creative problem-solver
  • High level of professional, personal judgment and discretion and the ability to maintain confidentiality
  • Excellent interpersonal, communication, and diplomacy skills with internal and external stakeholders
  • A strong and natural collaborator, instinctively sharing information with those who need it and seeking to understand the needs of colleagues in other departments and organizations and to cooperate effectively with them

Salary:  SAGE offers a competitive salary and benefits package.
Salary range: $63,915 – $79,894

How to Apply:  Please click here to begin the application process. Contact careers@sageusa.org if you have any questions.

Equal Employment Opportunity
SAGE is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, ethnicity, creed, color, religion, sex or gender, sexual orientation, gender identity, gender expression, alienage or national origin, ancestry, age, citizenship status, marital or family status, family medical history or genetic information, veteran status, HIV serostatus, military or military discharge status, height, weight, disability or handicap, domestic violence victim status, employment status, socioeconomic status, criminal history or arrest record, sexual or other reproductive health decisions, natural hair or hairstyle, or any other status or characteristic protected by applicable federal, state, or local laws. SAGE is dedicated to this policy, with respect to all matters concerning employment.