BrainPOP

Executive Assistant, Office Coordinator – Temporary

BrainPOP

contract

Posted on:

Location Type: Hybrid

Location: New York City • New York • 🇺🇸 United States

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Salary

💰 $35 - $45 per hour

Job Level

Mid-LevelSenior

About the role

  • Provide administrative and operational support to the CEO.
  • Manage complex and dynamic calendar for CEO, including meeting scheduling internally and externally, fielding requests, making adjustments, and managing relevant communications; proactively manage CEO’s time by prioritizing requests and critical meetings while also preserving focus time.
  • Own updates to the Executive Team calendar and Board meeting planning calendars.
  • Reserve and set up conference spaces for CEO’s onsite meetings, ensuring technology and all necessary supplies are ready and available.
  • Coordinate CEO’s travel arrangements, including flights, accommodations, and itineraries and filing expense reports.
  • Support logistics, planning and execution for Board meetings, Executive Team onsites/offsites and Quarterly Business Reviews.
  • Greet CEO’s in office guests, including customers, board members, and executive role candidates, and ensure their needs are met; provide an exceptional on-site experience for VIP visitors.
  • Coordinate executive team celebration and recognition moments (birthdays, anniversaries, milestones).
  • Support executive and board member onboarding/ offboarding processes.
  • Field requests and manage communications with internal and external parties.
  • Support day to day office operations to ensure optimal efficiency, organization and an excellent employee and guest experience; work in partnership with the Chief People Officer, People team, and office support attendant via vendor.
  • Partner with the office & events staff on the following: Manage a part time office support attendant via an external vendor. Direct the attendant on tasks to maintain a clean, organized, well stocked (supplies and kitchen snack/amenities) and functional office environment.
  • Provide support to People team on coordination and smooth execution of NY Office social events, Dept of Education meetings, and team onsites.
  • Post internal communications via NY-Office Slack Channel as requested.
  • Ensure weekly NY Office walk throughs are completed and action is taken on follow-ups.
  • Distribute incoming and outgoing mail, packages, and deliveries.
  • Maintain and manage relationships with office vendors, service providers, and building management; serve as in-person point person to manage repairs and service needs.
  • Greet visitors and be the first point of contact for all office-related inquiries internally and externally.

Requirements

  • 4+ years of experience as an Executive Assistant to a C-level executive; experience with office coordination or management.
  • Bachelor’s degree preferred.
  • Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks.
  • Experience participating in and managing small to medium sized projects from start to finish, collaborating with multiple stakeholders and owning project delivery when needed.
  • Proficient with systems and tools such as expense management, project management, video conferencing (our stack includes Zoom, Navan, Asana).
  • Ability to do basic technical troubleshooting in Zoom and other tools, and willingness to learn new technologies as needed.
  • Proficient with Google Suite (Gmail, Slides, Sheets, etc); able to create basic formulas, pivot tables, charts in Google Sheets and draft decks in Slides.
  • Experience managing office vendors and negotiating and partnering with external venues and providers for events.
  • Able to be in-office in NYC HQ 3-5 times weekly.
  • Willingness to travel on occasion as required.
  • Willing to provide after-hours support when required to address time sensitive requests.
Benefits
  • flexible work arrangements

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
calendar managementtravel coordinationexpense reportingproject managementtechnical troubleshootingGoogle Suitedata analysisevent planningoffice managementvendor negotiation
Soft skills
organizational skillscommunication skillsinterpersonal skillstime managementproblem-solvingcollaborationattention to detailcustomer serviceadaptabilityproactive approach
Certifications
Bachelor's degree