Executive Assistant to the Project Director

Manhattan Legal Services seeks an Executive Assistant to the Project Director

MANHATTAN LEGAL SERVICES seeks an Executive Assistant to the Project Director.  This office is part of Legal Services NYC, the largest provider of free civil legal services for low-income people in the country. We are dedicated to fighting poverty by providing high-quality legal services in areas such as housing, family law, public benefits, employment, consumer, education, immigration, and disability rights, with special units serving particularly vulnerable populations including survivors of domestic violence, people living with HIV, and LGTBQ+ community members. We are committed to working in partnership with community-based organizations in the low-income communities we serve in order to address the causes of poverty.

The Opportunity and Responsibilities

Manhattan Legal Services seeks a highly skilled Executive Assistant to the Project Director to support the leadership and operations of a large, dynamic legal services office. This is a senior administrative and operational role reporting directly to the Project Director and working closely with the leadership team and Director of Administration.

The Executive Assistant serves as a key liaison between the Project Director, staff, board members, elected officials, and external partners, and plays a central role in ensuring the smooth day-to-day functioning of the office. The ideal candidate is highly organized, exercises excellent judgment, maintains discretion with confidential matters, and thrives in a fast-paced, mission-driven environment.  The Executive Assistant to the Project Director will support MLS leadership in the following areas:

• Provide high-level administrative support to the Project Director, including calendar management, scheduling, correspondence, and meeting preparation
• Support the MLS Board of Directors, including preparing materials and taking minutes at evening board meetings
• Serve as a point of contact with elected officials, community partners, funders, and external stakeholders
• Assist with planning and coordination of MLS events, meetings, and outreach activities
• Coordinate and support hiring processes, onboarding, and employee orientation
• Process and track personnel and HR-related documents
• Monitor staff timekeeping and assist with related administrative follow-up
• Support intern and fellowship programs as needed
• Assist with facilities management and office operations
• Help manage escrow and other fiscal-related administrative tasks, including accounts payable support
• Evaluate, improve, and help implement office systems, procedures, and workflows
• Coordinate and support receptionists and secretarial staff, including scheduling and coverage
• Assist with office-wide scheduling, meetings, and administrative coordination
• Support special projects and initiatives at the direction of the Project Director
• Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressure.
• Maintains confidentiality and discretion
• Provide other support as needed.

Qualifications and Skills

The successful candidate will demonstrate:

• Previous secretarial or administrative assistant experience is required
• Strong commitment to social justice and experience working with or supporting diverse, low-income communities
• Significant administrative or executive assistant experience, preferably in a nonprofit, legal, or public-interest setting
• Post-secondary education or equivalent professional experience
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Ability to interface professionally and effectively with board members, government officials, funders, and senior leadership
• Proficiency in Word, Outlook, Excel, and Internet; knowledge of Adobe Pro required
• Familiarity with office systems, communications platforms, and administrative technology
• Sound judgment, discretion, and strong problem-solving skills
• Collaborative, flexible, and able to work both independently and as part of a team

How to Apply:

Interested individuals should submit a cover letter, resume, writing sample, and names of three references. Only candidates selected for interviews will be contacted. Please, no phone calls. Salary is competitive and commensurate with experience.

Benefits include excellent health and dental insurance, and an employer contribution to a pre-tax 403 (b) retirement plan, and generous leave time.

Manhattan Legal Services is an equal opportunity employer and is committed to race, gender, and economic justice in our work and within our workplace. People of color, women, people with disabilities, LGBTQ, and people over the age of 40 are strongly encouraged to apply.

All employees are strongly encouraged to continue to receive and maintain up-to-date COVID vaccinations unless they are unable to for medical or religious reasons.

Salary Range (Based on years’ experience): $78,370-$120,788