Program Executive Assistant (Full-time)

Position Description:

Reporting to the Chief Program Officer, the Program Executive Assistant serves as a key strategic and operational partner supporting WPA’s housing, case management, and clinical programs. This role provides high-level administrative, project management, and coordination support to ensure the effective execution of program priorities and cross-functional initiatives.

The Program Executive Assistant anticipates needs, manages complex and competing priorities, and supports the coordination of internal and external stakeholders. Working closely with the CPO, program directors, and senior leadership, the role ensures alignment, follow-through, and timely execution of initiatives that advance WPA’s mission and organizational goals. This position requires discretion, sound judgment, strong organizational skills, and the ability to operate effectively in a fast-paced, mission-driven environment.

Essential Duties & Responsibilities:

Executive & Administrative Support

• Provide comprehensive administrative support to the Chief Program Officer, including calendar management, meeting coordination, correspondence, and preparation of briefing materials.
• Prepare presentations, reports, agendas, and background materials for internal meetings, external partners, and board-related engagements.
• Serve as a primary liaison between the CPO and internal departments, senior leadership, board members, and external partners.
• Maintain confidentiality and exercise discretion when handling sensitive, confidential, or time-sensitive information.
• Support meeting follow-up, documentation, and action tracking to ensure timely execution of decisions.

Program & Project Coordination

• Lead and coordinate special projects and cross-departmental initiatives as assigned by the CPO.
• Develop project plans, timelines, and tracking tools to monitor progress and ensure deadlines are met.
• Support implementation of strategic priorities across housing, case management, and clinical care programs.
• Track deliverables, flag risks or delays, and support problem-solving to keep initiatives on course.
• Facilitate communication and coordination across program teams to ensure alignment with organizational goals and priorities.

Operational & Strategic Support

• Partner with the CPO to monitor key performance indicators, program outcomes, and operational deliverables.
• Support internal processes related to program planning, evaluation, reporting, and documentation.
• Assist with drafting, reviewing, and organizing program-related materials, including grant narratives, budgets, and impact reports.
• Contribute to internal communications, team culture initiatives, and organization-wide meetings or events as needed.
• Support documentation and systems that strengthen operational consistency and program effectiveness.

Relationship Management & Collaboration

• Build strong, professional working relationships with program directors, managers, and cross-functional partners.
• Support collaboration among teams by ensuring clear communication, alignment, and follow-through.
• Represent the CPO and Programs Department professionally in internal and external interactions.
• Promote a trauma-informed, respectful, and inclusive workplace culture aligned with WPA’s values.

Additional Responsibilities

• Support department-wide initiatives and organizational priorities as needed.
• Participate in cross-functional projects and contribute to continuous improvement efforts.
• Perform other duties as assigned to support WPA’s mission and operational needs

Qualifications:

Education/Certification Requirements

• Bachelor’s degree in nonprofit management, social work, public administration, communications, or a related field preferred.
• An equivalent combination of education and relevant lived or professional experience in community-based or mission-driven work will be considered.

Experience Required

• Minimum of 5 years of experience in an executive assistant, project management, or similar role, preferably within a nonprofit or social impact organization.
• Demonstrated experience supporting senior leaders and managing complex schedules and priorities.
• Proven ability to manage multiple projects simultaneously and meet deadlines.
• Experience working in fast-paced, mission-driven environments with diverse stakeholders.

Competencies

• Strong organizational, prioritization, and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• High emotional intelligence and interpersonal skills; able to work effectively with diverse teams and communities.
• Sound judgment, discretion, and professionalism when handling confidential information.
• Action-oriented, flexible, and adaptable in navigating changing priorities.
• Strong commitment to diversity, equity, inclusion, and belonging, and to WPA’s mission and values.
• Proficiency with Microsoft Office Suite, Outlook, Google Workspace, and project management tools (e.g., Asana, Trello, Monday.com).

Compensation, Perks & Benefits*:

Annual Salary: $75,000, commensurate with education and experience.

WPA offers a comprehensive benefits package including health insurance, employer-paid dental insurance, generous paid time off, paid holidays (including a paid holiday week between Christmas and New Year’s Day), 403(b), paid leave, and additional benefits such as:

Health & Wellness

• Health & Vision insurance
• Employer-paid dental coverage
• 100% premium paid Short- and Long-Term Disability
• Paid family and medical leave
• Access to an Employee Assistance Program (EAP)
• Companywide Wellness Challenges

Time Off & Flexibility

• 12 paid holidays, including a paid holiday week between Christmas and New Year’s
• Floating holidays and Personal days
• Hybrid work options for various roles

Financial Benefits

• 403(b) retirement plan
• Credit union membership options
• Direct deposit and Brinks MoneyCard option
• Tax-deferred commuting benefits via ThrivePass
• 529 college savings plan
• Flexible Spending Accounts (FSAs)
• “Aspiring Professionals” Scholarship Program

Growth & Development

• WPA University ~ Learning Management System (LMS) for on-demand learning
• Internal & External training opportunities
• CUNY sponsored scholarship to HSCAS for employee education

Extra Perks

• Access to the “Alcott HR Marketplace” employee discount program
• Milestone Celebrations & Awards

• Benefits eligibility may vary based on the number of hours worked.

WPA strongly values diversity and inclusivity in the workplace. We’re proud to be an equal opportunity and affirmative action employer. All hires to our team are based on qualifications, merit, and organizational needs. We recruit, employ, train, and promote regardless of systems involvement and race, color, religion, disability, sex, sexual orientation, gender identity, national origin, age, veteran status, genetic characteristic, or any other protected status. Faithful to our mission, all of our employees share in these commitments as a guide to engage one another with dignity and respect. Individuals with criminal justice involvement are strongly encouraged to apply.

Please email your resume, cover letter, and salary requirements to jobs@wpaonline.org. You must include "Program Executive Assistant" in the subject line of your email.