Executive Assistant, CEO Office

Executive Assistant, CEO Office | JOB DESCRIPTION

Job Title: Executive Assistant, CEO Office
Team: Office of the CEO
Location: New York City
Employment Type: Full-time 
FLSA Classification: Non-Exempt 
Start Date: ASAP
Hiring Manager: Chief Of Staff

ABOUT REFORM ALLIANCE
REFORM, founded in the wake of the #FreeMeek movement, is committed to transforming probation and parole throughout the United States by changing laws, systems, and culture. The organization is working to replace America’s criminal justice system with a restorative approach that is fair, accountable, and invested in rehabilitation. Our goal is for people to reenter society with dignity, create meaningful pathways to work, and equip them with the tools to succeed all while making families and communities safer and stronger. REFORM Alliance operates as both a 501(c)(3) and 501(c)(4) organization, allowing us to drive meaningful criminal justice reform through a combination of charitable initiatives and advocacy efforts.

ABOUT THE ROLE
REFORM is hiring an Executive Assistant to drive the seamless execution of high-priority projects that directly support the CEO’s strategic initiatives. As a key member of the CEO’s team, you will manage critical timelines, coordinate cross-functional collaboration, and ensure the efficient flow of communication to the board staff and executive leadership team. Ultimately contributing to the successful advancement of REFORM’s mission and organizational goals.

This role is on the CEO  team and reports directly to the Chief of Staff.

WHAT YOU’LL DO 

Executive Support(40%)

• Serve as a strategic partner to the CEO, proactively managing priorities, time, and information flow
• Manage complex calendar scheduling across internal leadership, Board members, funders, and external stakeholders
• Anticipate CEO needs by preparing briefings, talking points, background materials, and follow-ups ahead of meetings
• Act as a gatekeeper for the CEO, exercising sound judgment and discretion in handling sensitive matters
• Coordinate external partner logistics, including meeting scheduling, materials distribution, and follow-up actions
• Track commitments and action items from executive meetings and ensure timely follow-through
• Support relationship management with key partners, funders, and senior leaders
• Represent the CEO professionally and diplomatically in internal and external interactions

Administrative Support (25%)

• Handle travel planning and logistics, including flights, lodging, ground transportation, and itineraries
• Manage expense reporting, reimbursements, and credit card reconciliation for the CEO
• Maintain organized digital and physical filing systems for executive documents and records
• Support scheduling and logistics for leadership team meetings and organization-wide events as needed
• Coordinate onboarding logistics for senior leaders, in partnership with People team
• Assist with general administrative tasks that ensure the CEO’s office runs efficiently and smoothly

Project Management (25%)

• Lead and manage cross-functional projects on behalf of the CEO, from planning through execution and follow-up
• Track timelines, deliverables, and dependencies across CEO-led initiatives and approval workflows
• Coordinate with internal teams to ensure alignment, accountability, and clear communication
• Develop project plans, agendas, and status updates for executive-level initiatives
• Identify risks, bottlenecks, and opportunities for process improvement, escalating issues as needed
• Support special projects tied to organizational priorities, change management, or strategic initiatives

Other Duties as Assigned (10%)

• Support occasional personal administrative tasks that enable the executive to operate effectively and maintain focus on organizational leadership.

REQUIRED QUALIFICATIONS 

• 5-10 years of experience as an executive assistant or similar role
• Proven experience in calendar management, travel coordination, and high-level administrative tasks.
• Strong communication skills, both written and verbal
• Proficiency with Google Workspace and project management tools 
• Discretion  and confidentiality in handling sensitive  information and executive communication 
• Excellent Organizational Skills 
• Ability to thrive in a fast-paced, dynamic environment, demonstrating resilience and flexibility.
• Solutions-oriented / creative problem solver 
• A self-starter who takes initiative and can operate independently. 
• Experience working for elected officials, HNWI, and/or in nonprofit or social impact organizations, particularly in roles supporting executive leadership and strategic initiatives.
• Experience working in a fast-paced environment and startup culture 
• Driver’s license and comfortable driving to various locations in the tri-state area and Washington, D.C.

PREFERRED QUALIFICATIONS 

• Project management certification (e.g., PMP) or similar training.
• Experience working with a Board of Directors and managing board-related communications and documentation.
• Strong problem-solving abilities with a proactive approach to identifying and addressing issues before they arise.
• Clear passion for and commitment to REFORM’s mission.

Please know that no one ever meets 100% of the preferred qualifications. If much of this describes you, we encourage you to apply.

WORK DEMANDS

• 25-35% travel (travel pick-ups during legislative sessions)
• During busy seasons, working on weekends and after hours
• Physical requirements may be required to help move items up to 25 lbs.
• Occasional non-traditional hours may be required to support board meetings, special events, and key organizational initiatives. The frequency and timing of these hours will depend on event schedules and project needs.

ADDITIONAL REQUIREMENTS

• Authorized to work in the U.S. 
• REFORM does not offer employment visa sponsorship 
• Live within commuting distance of New York City (midtown) and ability to work in-person five (5) days per week

APPLICATION & INTERVIEW PROCESS
While the interview process may vary slightly, the general process will be:

• Phone Screen with Talent Acquisition Team Member
• Virtual Interview with Hiring Manager
• In-Person Interview with Panel
• Virtual Finalist Interview with CEO

COMPENSATION & BENEFITS
The salary for this position, which depends on prior work experience and our assessment of your demonstrated fit for the role, will likely be between $94,400-$118,000 annually. REFORM offers competitive base salaries based on the 75th percentile of the market among not-for-profit organizations of similar size, with opportunities for salary growth over time. We believe in compensating staff members fairly in relation to each other, their qualifications, and their impact on behalf of the organization, and take internal and external equity seriously.

Our current benefits include:

• Competitive salaries in the market of similar non-profit organizations
• Comprehensive benefits, including medical, dental, vision, life, disability, and other ancillary options.
• 20 days of Paid Time Off (PTO) during the first year of employment in addition to org-wide holidays (11), and winter shutdown during the last week of December
• 4% 401(k) match after 30 days of employment
• Coverage of 100% of health insurance premiums for employees (health, vision & dental)
• $75.00 monthly cell phone reimbursement

*Please note that the organization reserves the right to change benefits at any time.

At REFORM Alliance, we strive to move hearts and minds to create a more humane criminal justice system. This requires a company culture that values employee individuality and community development. We are committed to fostering an environment that is inclusive, empowering, and globally minded. 

Reform Alliance is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, veteran status, or any other protected factor. We encourage talented individuals of all backgrounds to apply.