(New York, NY)
Guided by the remarkable legacy of our co-founder, Helen Keller,
Helen Keller Intl partners with communities striving to overcome
longstanding cycles of poverty. By delivering the essential
building blocks of good health, sound nutrition and clear vision,
we help millions of people create lasting change in their own
lives. Working in more than 20 countries – across Africa, Asia,
Europe and the United States – and together with a global community
of supporters, we work to ensure every person has the opportunity –
as Helen did – to reach their true potential.
The New York office of Helen Keller Intl is seeking an Executive
Assistant (EA) to support the President and CEO in all aspects of
her work, including strategic planning and visioning processes;
leadership and coordination of the Executive Management Team (EMT)
and related senior management teams; liaising with, and support to
the Board of Trustees; special projects; external representation
and fundraising; and other executive activities. The Assistant
serves as a primary point of contact both within Helen Keller
International and externally for the CEO and Board, facilitating
information flow among all the above parties and global staff in
support of Helen Keller’s commitment to transparent management
The Executive Assistant streamlines the workload of the CEO by
managing all administrative aspects of the Executive department
including Board management. These responsibilities include
budgeting and expense monitoring, meeting logistics, travel,
maintaining all official corporation records, and handling
Board of Trustees Support/Governance
- In consultation with CEO, develop annual calendar for Board
events (meetings, field visits, etc.) and assist with
prioritization and execution of Board-related
- Support the CEO and Board Chair in the preparation of agendas
for Board and Executive Committee meetings. Prepare and/or collect,
consolidate and distribute background materials for these
- Schedule and manage the logistics for Board meetings, Executive
Committee meetings, and other Board Committee meetings as
requested, as well as occasional Board dinners, retreats, and other
- Attend all Board and Executive Committee meetings. Take
minutes, finalize and distribute approved versions and report on
proceedings to absent members, as requested.
- Support the Governance Committee through development of meeting
materials, board member attendance tracking (as noted below),
tracking of Committee annual plans, etc.
- Provide some administrative support to Board Finance, Audit and
Program Committees, assisting with scheduling and agenda
- During Strategic Planning years, support Board Strategic
Planning Task Force, scheduling and minuting meetings and preparing
and distributing meeting materials.
- Support other Board ad hoc task forces as appropriate.
- Support semi annual Board visits to the field through
development of pre-trip informational packets and assistance with
visas, as needed.
- Act as primary point of contact and liaison for all Helen
Keller Intl Board members to ensure timely communication among
Board and its interlocutors.
- Maintain a secure and up-to-date Board website to facilitate
information flow and maintain historical records.
- Maintain tickler files to support CEO’s management of Board
activities, and to support effective communication and transparent
implementation of Board decisions.
- Track and maintain records of Board and committee meeting
frequency and members’ attendance, along with other metrics related
to the Strategic Plan and good governance practices. This includes
providing data to the External Relations team to update annual
Board Member Participation Summaries.
- In collaboration with the CEO and key Board members, develop,
administer and consolidate results of biannual Board
- Develop and maintain policies and orientation materials for the
Board (e.g. Trustees handbook, orientation packet, expense
policies), and support new Board member orientation through
scheduling and tracking of progress.
- Serve as custodian of all Helen Keller International official
and legal documents and records.
Management of President’s Office and Management Teams
- Schedule and manage the logistics for Executive Management
Meetings (EMT) meetings (both virtual and in person) and periodic
retreats, as well as meetings of related senior management bodies
such as “EMT plus Regional Directors” and virtual global Country
Director meetings. Prepare agendas, compile meeting background
materials and track pending agenda items and follow-up tasks.
Take minutes and maintain records for EMT and related expanded EMT
- During Strategic Planning years, support the work of the staff
Strategic Planning Steering Committee, scheduling and minuting
meetings, preparing and/or collecting meeting materials and
tracking assigned tasks.
- Maintain secure EMT knowledge sharing site to facilitate
information flow and maintain historical records. Publish meeting
schedules, agendas and minutes, in consultation with the CEO.
- Draft annual budget projections for the Executive office and
Board of Trustees in consultation with the CEO, and administer
budget throughout the year, including monthly review and analysis
- Maintain CEO’s schedule, preparing and archiving relevant
background materials for meetings, as necessary.
- Draft and edit PowerPoint presentations.
- Represent the Executive department and serve as a primary point
of contact for CEO when s/he is unavailable; keep CEO duly informed
of developments in the office or on the Board.
- Receive and process all incoming and outgoing mail for the
President’s office; answer and screen CEO's telephone calls.
- Handle guest administration and greet guests to the President’s
- Organize and maintain hard and virtual file system. Manage
shared files and sites in SharePoint and Microsoft Teams for the
President’s Office files as well as the EMT.
- Compose routine correspondence.
- Process office expenditures, including but not limited to the
CEO’s corporate credit card accounts, memberships and business
- Arrange travel and itineraries for the CEO.
- Provide administrative support to some EMT members on an ad hoc
- Minimum of a Bachelor’s degree plus 3-5 years administrative
experience supporting a senior executive. Experience in an
international organization and/or in a non-profit setting highly
- Outstanding time management and organizational skills including
keen attention to detail with ability to track multiple projects at
- Strong interpersonal skills including ability to interact with
individuals from diverse backgrounds and to handle confidential
matters with discretion and judgment.
- Experience liaising with Board members, coordinating related
meetings, and taking minutes.
- Strong written and oral communication skills, including the
- Effectively present information and respond to questions from
groups of managers, partner organizations, donors, and the general
- Synthesize complex and sensitive material and record
information accurately and appropriately.
- Excellent computer literacy including hands-on knowledge of
database, spreadsheet, presentation and word processing software,
and ability to navigate and use the Internet effectively.
- Ability to maintain in-house data repositories to facilitate
information sharing that incorporate searchable documents and
- Experience with international travel planning a strong
- French language skills a plus.
- Collaborative, flexible and solution oriented.
- Demonstrable respect for all persons regardless of religion,
ethnicity, class or gender, with a high comfort level working in a
diverse environment with a demonstrated commitment to high
professional ethical standards.
- Commitment to Helen Keller Intl’s work and mission.
- Helen Keller Intl requires all staff to be fully vaccinated
against COVID-19, whether or not they have had COVID.
- Ability and willingness to flex work hours to accommodate
multiple time zones. Core work hours are expected to follow Eastern
Standard Time (US).
- This full-time position requires at least two days per week
onsite at Helen Keller’s New York City location.
The midpoint of the salary range for this position is $76,000
with a minimum of $60,800 and a maximum of $91,200.
Actual base salary may vary based upon, but not limited to,
relevant experience, base salary of internal peers, and business
Qualified candidates should submit a cover letter and resume to
firstname.lastname@example.org Applications will be accepted until
the position is filled.
In the spirit of our founder and namesake, Helen
is dedicated to building an inclusive workforce where
diversity is fully valued.
We are an Equal Opportunity Employer where all qualified
applicants will receive consideration for employment without regard
to race, color, religion, sex, national origin, age, sexual
orientation, gender identity, genetic information, disability, or
protected veteran status.
We are committed to providing reasonable accommodation to
individuals with disabilities. If you are a qualified individual
with a disability and need to request an accommodation during the
application or interview process, please contact us at the email
above or call: +1 646-356-1789.