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About the Role

We are seeking an Executive Administrative Assistant to work directly with the CEO and help manage the day-to-day operations of our expanding children's enrichment organization. This role requires someone highly organized, proactive, dependable, and adept at problem-solving in a fast-paced environment.

Responsibilities

• Manage the CEO's calendar and appointments.
• Prioritize emails and correspondence.
• Schedule meetings and prepare agendas.
• Draft professional emails, contracts, proposals, and business documents.
• Organize digital and physical filing systems.
• Handle confidential company information with professionalism and discretion.
• Coordinate instructor schedules across multiple schools.
• Schedule substitute instructors when needed.
• Maintain company calendars and program schedules.
• Confirm schedules with schools and staff.
• Coordinate equipment, supplies, and program logistics.
• Assist with special events, camps, recitals, and trainings.
• Communicate professionally with schools, parents, and employees.
• Respond to emails and phone calls.
• Assist families with registrations and program information.
• Resolve customer concerns professionally and efficiently.
• Generate invoices and maintain billing records.
• Follow up on outstanding balances.
• Track purchase orders and payments.
• Assist with payroll preparation.
• Maintain organized financial documentation.
• Schedule interviews.
• Assist with recruiting and onboarding.
• Collect employee documentation.
• Maintain personnel files.
• Track employee certifications, clearances, and required training.
• Assist with social media posting.
• Coordinate email marketing campaigns.
• Help create promotional flyers and materials.
• Support enrollment initiatives.
• Assist with community outreach and school partnerships.
• Prepare contracts and proposals.
• Track enrollment numbers.
• Maintain program records.
• Coordinate special events and performances.
• Order supplies, uniforms, medals, and program materials.
• Maintain an organized office environment.
• Order office supplies.
• Coordinate vendors and service providers.
• Assist with technology and office systems.
• Support special projects as assigned.

Requirements

• Minimum of 2 years of administrative or office experience.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with Google Workspace is a plus.
• Strong attention to detail.
• Excellent problem-solving skills.
• Ability to manage multiple priorities.
• Professional phone and email etiquette.
• Ability to work independently while collaborating with a team.
• Takes ownership.
• Enjoys solving problems.
• Thrives in a fast-paced environment.
• Love creating order from chaos.
• Highly organized and dependable.
• Exceptional follow-through.
• Can anticipate needs before being asked.
• Enjoys improving systems and processes.
• Maintains confidentiality and professionalism at all times.
• Has a positive attitude and enjoys being part of a close-knit team.

Skills

• Microsoft Office (Word, Excel, Outlook)
• Google Workspace
• Organizational skills
• Time management skills
• Written communication skills
• Verbal communication skills
• Attention to detail
• Problem-solving skills
• Ability to manage multiple priorities
• Professional phone etiquette
• Professional email etiquette
• Ability to work independently
• Collaboration skills

Location

• Brooklyn, NY

Work Type

• Hourly
• In-Person
• Full-time

Experience Level

• 2+ years of administrative or office experience

Salary/Compensations

• $25.00-$30.00 per hour

Benefits

• Paid training
• Opportunities for professional growth and advancement
• Flexible scheduling when possible
• A collaborative, family-oriented work environment
• Meaningful work supporting children and families throughout New York City

About the Company

• We are a growing children's enrichment organization providing high-quality dance, sports, gymnastics, yoga, fitness, and after-school programs throughout New York City.
• Our programs partner with schools, early childhood centers, and community organizations to create fun, educational experiences that help children build confidence, develop lifelong healthy habits, and enjoy learning through movement.