Executive Assistant

Job Title: Executive Assistant Classification: Full-time, Non-Exempt Reports to: Executive Leadership Location: New York, NY

Who We Are Lantern Community Services helps New Yorkers impacted by homelessness move from surviving to thriving by pairing safe, supportive housing with wraparound services that build lasting stability and independence. Lantern was recognized as a Top 2025 Workplace by City & State New York.

About the Role We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to our executive leadership team and main office. The ideal candidate is a self-starter with exceptional time management skills, strong communication abilities, and a high level of professionalism and discretion. This role is essential to the efficiency of our organization and serves as a key point of coordination across departments.

Essential Functions

Manage and maintain executive calendars, schedule meetings, and coordinate appointments.

Screen and direct incoming calls, emails, and visitors to the appropriate staff member.

Prepare and edit correspondence, reports, memos, invoices, letters, and other documents.

Accurately record and distribute minutes from meetings.

Organize and coordinate meetings and events, including scheduling, logistics, and sending reminders.

File and retrieve corporate records, documents, and reports in an organized manner.

Handle basic bookkeeping tasks and assist with financial record keeping.

Make travel arrangements for executive staff as needed.

Read, analyze, and distribute incoming communications and correspondence.

Utilize various software including word processing, spreadsheets, databases, and presentation tools.

Serve as the liaison between Program staff and Finance staff to ensure procurement activities and required supporting documentation are processed in a timely manner.

Assist with the procurement of program and office supply purchasing as needed.

Develop and maintain purchasing and inventory tracking systems.

Open, sort, and distribute incoming faxes, emails, and other correspondence.

Perform other job-related functions as assigned.

Required Education and Experience

Associate degree from an accredited institution required; Bachelor's degree preferred.

2 to 3 years of experience as an Executive Assistant, Office Assistant, or in a relevant administrative support role.

In-depth understanding of calendar management and executive coordination.

Strong written and verbal communication and organizational skills.

Highly computer literate with proficiency in email, Microsoft Office Suite including Word, Excel, and PowerPoint, and related business communication tools.

Ability to organize a daily workload by priorities and meet deadlines in a fast-paced environment.

A proactive approach to problem-solving with strong decision-making skills.

Demonstrated discretion and ability to handle confidential information with professionalism.

Familiarity with office equipment and applications including electronic calendars and copy machines.

Work Environment: This position operates in a professional office environment. Occasional travel to other Lantern locations throughout New York City may be required to support executives and main office operations.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs, and/or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.

Note: Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern values the diversity of our clients, staff, Board of Directors, and partners. By bringing diverse individuals and viewpoints together, we create more vibrant, healthy, and just communities. Lantern welcomes individuals of all backgrounds and experiences regardless of race, ethnicity, national origin, color, sex, sexual orientation, gender identity or expression, age, marital status, political belief, pregnancy, religion, immigration status, veteran status, class, creed, mental or physical disability, and any other characteristic protected by federal, state, and local law.