Executive Assistant (Hybrid)

About the Company

Education Through Music, Inc. (ETM) is a nonprofit organization dedicated to bringing music education into New York City schools as a core subject for all children.

ETM partners with schools to use music education as a catalyst for academic achievement, school engagement, motivation, and self-confidence. Our work is focused on creating meaningful educational opportunities for students while supporting schools, teachers, and communities.

About the Role

We are seeking a highly organized and proactive Executive Assistant to provide direct administrative and organizational support to the CEO and COO, coordinate general office operations, and assist with Board of Directors administration.

This is a high-touch executive support role requiring exceptional organization, discretion, judgment, adaptability, patience, and follow-through.

The successful candidate will proactively manage calendars, coordinate meetings and logistics, prepare documents and presentations, support Board activities, and help ensure the organization’s day-to-day administrative operations run smoothly.

Key Responsibilities

CEO Support

• Provide high-level administrative and organizational support to the CEO.
• Proactively anticipate scheduling, administrative, logistical, and basic technology needs.
• Manage the CEO’s calendar and coordinate meetings.
• Track priorities, commitments, and follow-up activities.
• Draft and edit professional written communications.
• Prepare PowerPoint presentations and other materials as needed.
• Create and maintain executive filing and tracking systems.
• Organize, print, and manage documents and meeting materials.
• Provide additional administrative and technology support as required.

COO & Organizational Support

• Manage the organizational calendar.
• Schedule weekly Directors’ Meetings and monthly Staff Meetings.
• Assist with compiling and distributing meeting minutes and action items.
• Provide document management and administrative support to the COO.
• Help coordinate organizational communications and meeting logistics.

Board Administration

• Attend Board of Directors meetings and accurately record meeting minutes.
• Coordinate logistics and calendar management for quarterly Board meetings.
• Track and follow up on Board member RSVPs.
• Schedule Board Committee meetings and manage RSVP follow-up.
• Maintain Board-related administrative records and shared folders.
• Organize agendas, minutes, committee materials, contact lists, and committee assignments.
• Maintain Conflict of Interest forms and other Board documentation.
• Support the COO with additional Board administration as needed.

General Office Support

• Coordinate in-person meetings, including catering and room setup.
• Support front-office operations and general administrative activities.
• Answer and direct general-purpose phone calls.
• Sort and distribute incoming mail.
• Maintain printed materials and organizational resources.
• Prepare folders and materials for presentations and interviews.
• Monitor office supply and pantry inventory.
• Order office supplies as needed.
• Greet and assist visitors, including teachers, donors, Board members, consultants, and other guests.

Qualifications

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 3–5 years of progressively responsible administrative or executive support experience.
• Previous experience providing direct support to senior leadership.
• Demonstrated ability to anticipate executive needs and proactively manage priorities.
• Strong judgment and ability to adapt to changing priorities.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and follow-through.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Exceptional professionalism, patience, adaptability, and interpersonal judgment.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to troubleshoot basic technology issues and quickly learn new platforms.
• Ability to take accurate and well-organized meeting minutes.
• Strong customer-service orientation for front-office and visitor management.
• Commitment to the mission of Education Through Music.

Preferred Qualifications

• Experience working in a nonprofit, education, or arts organization.
• Previous experience supporting a Board of Directors.
• Experien…