Erfahrener Executive Administrator (m/w/d)

Job Description

RETI Center is seeking an experienced, highly organized Executive Administrator to serve as a high-trust administrative and coordination partner to the Executive Director and Executive Leadership Team. This is far more than a task-based administrative role - it is an opportunity to help create steadiness, rhythm, and follow-through in support of visionary leadership, while contributing to one of New York City's most innovative climate solutions organizations.

The Executive Administrator will create systems, manage priorities, organize information, drive projects forward, and ensure the Executive Leadership Team can focus on vision, maximum impact, partnerships, fundraising, and organizational growth.

This position is ideal for someone who loves creating order from complexity, anticipates needs before they arise, enjoys solving problems independently, and thrives in a fast-paced, mission-driven environment where every day is different.

If you enjoy building systems, learning continuously, and helping visionary leaders bring their work into the world with more clarity and momentum, we'd love to meet you.

Position Overview

The Executive Administrator will help create rhythm, organization, and follow-through around the Executive Director by supporting communications, scheduling, meeting preparation, documentation, expense administration, and selected special projects. This person helps make sure nothing important slips through the cracks.

The ideal candidate is proactive, exceptionally organized, technologically savvy, highly trustworthy, and capable of managing multiple priorities with professionalism and sound judgment.

This role combines executive support, operations, communications, research, documentation, and project management into one highly impactful position.

Key Responsibilities

Executive Meeting, Event & Follow-Through Support

Attend selected in-person and virtual meetings, conferences, community events, partner engagements, and other external or internal activities alongside the Executive Director. This role serves as a trusted extension of the Executive Director, helping ensure leadership is prepared, supported, and able to remain focused on strategy, relationships, and decision-making. The Executive Administrator is expected to anticipate needs, protect follow-through, and provide reliable support before, during, and after important engagements.

• Taking detailed and organized meeting notes
• Recording decisions, commitments, and action items
• Tracking follow-up responsibilities and deadlines
• Preparing concise meeting summaries
• Supporting presentations, materials, and meeting logistics as needed
• Photographing events and capturing short videos when appropriate
• Maintaining continuity across conversations, projects, and partnerships
• Identifying unresolved items and proactively flagging them for attention
• Helping ensure the Executive Director is well prepared and supported in high-priority meetings and engagements
• Following up with staff, partners, and stakeholders to help move commitments forward

The Executive Administrator helps preserve important conversations, strengthens accountability, and serves as a dependable thought and execution partner to the Executive Director. This person should be someone the Executive Director can trust to stay closely aligned, anticipate what is needed, and help ensure that important details, relationships, and commitments do not fall through the cracks.

Executive Communications & Email Management

Support the management and organization of the Executive Director's communications, ensuring timely, professional, and organized correspondence while helping leadership stay focused on the organization's highest priorities.

• Managing and organizing the Executive Director's inbox
• Drafting professional email responses and correspondence on behalf of leadership
• Prioritizing incoming requests, opportunities, and time-sensitive communications
• Flagging urgent matters requiring immediate attention
• Tracking follow-up items through completion
• Maintaining organized email systems, folders, and communication records
• Protecting confidential information with professionalism and discretion
• Helping ensure important communications, commitments, and opportunities never fall through the cracks

The Executive Administrator serves as a trusted communications partner, helping maintain responsive relationships with staff, partners, funders, board members, and community stakeholders while ensuring consistent follow-through and attention to detail. This work is about more than inbox management - it is about helping important relationships, opportunities, and commitments receive timely follow-through.

Selected Special Projects & Funding Tracker Support

Support selected special projects, generally one priority project per week, including maintaining a shared funding opportunity tracker, organizing supporting documents, preparing short summaries, and helping move follow-up items forward.

• Managing special projects from planning through completion
• Conducting research and preparing recommendations