Executive Assistant & Office Coordinator (Temporary)

BrainPOP • Contract • Hybrid in New York, New York, United States • $35 - $45 / hour • 6d ago

Fast Facts

The Executive Assistant & Office Coordinator provides essential support to the CEO at BrainPOP while managing daily operations of the NYC HQ office. This temporary position requires superior organizational skills and the ability to thrive in a dynamic work environment.

Responsibilities: Key responsibilities include managing the CEO's calendar, arranging travel, supporting board meetings, and overseeing NY office operations, ensuring a well-maintained and efficient work environment.

Skills: Strong organizational skills, flexibility in managing multiple tasks, proficiency in Google Suite and video conferencing tools, and excellent communication skills are essential for this role.

Qualifications: Candidates should have at least 4 years of experience as an Executive Assistant to a C-level executive, with a bachelor's degree preferred, and experience in office coordination or management.

Location: This position is hybrid, based primarily in New York, NY, requiring in-office presence 3 to 5 days per week.

Compensation: $35 - $45 / Hourly

About the Role

The Executive Assistant / Office Coordinator will provide executive operational support to BrainPOP’s CEO, and manage the daily operations of our NYC HQ office. This role is essential to ensuring our CEO’s time is optimized, and to maintaining an organized and engaging office environment.

The ideal candidate has experience working hand in glove with an executive to enable strategic use of their time, and experience in office coordination or office management. The Executive Assistant is highly organized, proactive, analytical and thrives in a fast paced environment.

This role is a temporary position - 40 hours per week for 3 months - with the possibility of extension or conversion to full time.

This role will be based in our NYC HQ and will spend a minimum of 3 days in the office weekly (required), and up to 5 days in the office some weeks based on business needs.

The compensation range is $35.00 - $45.00 per hour.

In This Role You Will

CEO Support:
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.
NY Office Operations:
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.

You Are

Solution-oriented; leverage technology and AI tools or automation to optimize time.
Exceptionally attentive to detail, highly organized, and excellent follow though.
A self-starter; proactive with the ability to anticipate needs.
Able to manage multiple tasks and projects simultaneously; prioritize to ensure alignment to business needs and deadlines.
A clear and concise communicator both verbally and in writing.
Team-oriented but comfortable working independently and taking ownership to drive projects through to completion.
Customer service focused with a can-do attitude; take pride in being a positive, helpful presence around the office (and virtually).
Attentive to ensuring the highest confidentiality.

On Your Resume

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.

Location:

The BrainPOP team operates in a hybrid work environment: Each role has remote flexibility and an in-person component at our New York headquarters or other meeting locations. Based on the requirements of a specific role, we may prioritize hiring within a commutable distance of our New York headquarters or in another region relevant to that role.

We can employ individuals residing in the following approved hiring states: