Executive Administrative Assistant

Location: Brooklyn, NY (Private Executive Office)

Position Type: Hourly, In-Person

Pay: $25.00-$30.00 per hour, based on experience

Hours: 25-40 hours per week, with opportunities for additional hours and advancement based on performance.

About Us

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.

As our organization continues to grow, we are seeking an Executive Administrative Assistant to work directly with the CEO and help manage the day-to-day operations of our expanding businesses.

Position Summary

This is much more than a traditional administrative assistant role.

We are looking for someone who is highly organized, proactive, dependable, and enjoys solving problems. The ideal candidate thrives in a fast-paced environment, takes initiative, and enjoys helping a growing business stay organized and efficient.

This position is based in a private executive office in Brooklyn, where you will work directly with the CEO while supporting multiple children’s enrichment programs throughout New York City.

Responsibilities

Executive & Administrative Support

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.

Scheduling & Operations

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.

Customer Service

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.

Billing & Financial Administration

Generate invoices and maintain billing records.

Follow up on outstanding balances.
Track purchase orders and payments.
Assist with payroll preparation.
Maintain organized financial documentation.

Human Resources

Schedule interviews.

Assist with recruiting and onboarding.
Collect employee documentation.
Maintain personnel files.
Track employee certifications, clearances, and required training.

Marketing & Enrollment

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.

Program Administration

Prepare contracts and proposals.

Track enrollment numbers.
Maintain program records.
Coordinate special events and performances.
Order supplies, uniforms, medals, and program materials.

Office Management

Maintain an organized office environment.

Order office supplies.
Coordinate vendors and service providers.
Assist with technology and office systems.
Support special projects as assigned.

Qualifications

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.

Our Ideal Candidate

We’re looking for someone who takes ownership, enjoys solving problems, and thrives in a fast-paced environment.

You might be a great fit if you:

Love creating order from chaos.

Are highly organized and dependable.
Have exceptional follow-through.
Can anticipate needs before being asked.
Enjoy improving systems and processes.
Communicate professionally with schools, families, and staff.
Maintain confi…