Executive Assistant, CEO Office

Overview

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 #Free Meek 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…