Executive Assistant to the Executive Director at The Council for a Secure America

Position: Executive Assistant to the Executive Director
Location: New York, NY preferred, Remote
Type: Full-time
Reports to: Executive Director

About CSA: The Council for a Secure America is a non-partisan, non-profit 501(c)3 organization dedicated to promoting United States energy independence, its impact on United States foreign policy, the strategic relationship between the United States and Israel, and the Abraham Accords.

We are seeking a highly organized, discreet, and proactive Executive Assistant (EA) to support CSA’s Executive Director. This is a mission-critical role requiring a sharp, reliable professional who can manage competing priorities, operate with a high level of emotional intelligence, and thrive in a fast-paced environment.

Responsibilities

Executive Support

  • Manage ED’s calendar: schedule internal/external meetings, calls, and travel

  • Anticipate scheduling conflicts and proactively resolve them

  • Handle all travel for team including book hotels, travel, and other arrangements

  • Coordinate logistics for events, speaking engagements, board meetings, and other events as needed

Communication & Coordination

  • Serve as the primary point of contact on email for internal and external stakeholders on behalf of the ED

  • Draft, proofread, and manage high-level communications (emails, memos, agendas)

  • Ensure timely follow-ups and help manage task execution for the ED

Event Planning & Management

  • Plan and execute both in-person and virtual events (Zoom/hybrid formats)

  • Coordinate comprehensive event logistics from conception to completion

  • Manage speaker arrangements including travel, accommodations, and logistics

  • Handle venue coordination, catering, registration, and attendee management

  • Create event timelines and "run of show" documentation

  • Utilize event platforms to create invitations and manage registrations

  • Coordinate with communications teams on event marketing and promotion

Trip & Program Coordination

  • Coordinate logistics for mission trips to energy production regions

  • Research and manage logistics for Israel and Middle East trips

  • Handle participant recruitment, travel arrangements, and follow-up

  • Ensure proper acknowledgment and follow-up following trips and events

  • Develop trip itineraries and coordinate with local partners

Project & Operations Support

  • Track key initiatives, prepare briefings, and maintain lists of action items

  • Conduct research and prepare reports, presentations, and meeting materials in collaboration with other staff as needed

  • Support donor, partner, and board engagement as needed

  • Handle holiday gifts, cards, and other mailing items

  • Manage event invitations, catering, and track RSVPs

  • Print, design, and distribute marketing materials

Travel & Contractor Management

  • Plan complex domestic and international travel

  • Assist with budgeting and engagement with outside vendors (i.e. bookkeeper, accountant, lawyer, website designer, graphic designer etc) 

  • Manage quickbooks and budgeting

  • Work with other staff and outside consultants to produce materials, etc

Qualifications

  • 3-4+ years of experience supporting senior executives or government officials

  • Exceptional organizational and time management skills

  • Self-motivated with strong attention to detail

  • Strong written and verbal communication

  • High integrity, discretion, and sound judgment

  • Proficiency with Google Workspace, Microsoft Office, MailChimp, Square Space, Canva, Quickbooks, and scheduling tools (e.g., Calendly, Zoom)

  • Familiarity with various CRM platforms

  • Ability to anticipate needs, think strategically, and act with urgency

  • Strong background in event planning for both in-person and virtual formats

  • Excellent project management and organizational skills

  • Interest in energy security, Middle Eastern politics, and international relations

Preferred

  • Experience in a nonprofit, startup, governmental, or high-stakes mission-driven environment or experience as a scheduler in a congressional office or campaign

  • Familiarity with board relations, fundraising, or stakeholder engagement

  • Confidentiality and ability to work with high level stakeholders in a discrete, professional capacity

  • Bachelor’s degree required

Additional Information:

  • This role requires regular evening and weekend work during events

  • Domestic travel several times per year as needed

  • Possible international travel once per year

  • A commitment to CSA's mission and values is essential

For All Positions: If you are passionate about CSA's mission and possess the relevant skills, we encourage you to apply. Please submit your resume and a cover letter outlining your qualifications and enthusiasm for the role to info@councilsecure.org.

The Council for a Secure America is an equal opportunity employer.

Kayla Hakimian