Part-Time Office Manager / Executive Assistant

Part-Time Office Manager / Executive Assistant

**Stutelage Innovations East Amherst, NY**     **Monday–Friday, 10:00 AM–2:00 PM 20 Hours/Week $22/Hour In Person**

Stutelage Innovations is seeking a highly organized, proactive, and dependable Part-Time Office Manager / Executive Assistant to oversee the day-to-day organization and operations of our East Amherst center, handle administrative tasks that support all Stutelage locations, and provide direct executive support to the owner.

We are looking for someone who loves organization and takes genuine satisfaction in keeping things running smoothly. The ideal candidate doesn’t simply wait for a to-do list, but notices what needs attention, takes initiative, and follows tasks and projects through to completion.

This role combines hands-on, on-site responsibilities at our East Amherst center—such as organizing spaces, managing supplies, and preparing materials—with computer-based administrative work that supports Stutelage as a whole. Candidates should expect a regular mix of physical, on-site tasks and desk work.

Key Responsibilities

• Take ownership of the day-to-day organization, functionality, and appearance of our East Amherst center.
• Keep offices, classrooms, storage rooms, supply areas, and shared spaces clean, neat, organized, stocked, and functional.
• Perform light cleaning and upkeep as needed to maintain an organized and welcoming environment. Regular deep cleaning is handled separately by a professional cleaner.
• Regularly organize and purge supplies, materials, paperwork, and storage areas.
• Develop and maintain organizational systems throughout the center.
• Monitor inventory and proactively order office, cleaning, program, birthday party, and general supplies.
• Receive deliveries, unpack orders, organize materials, and ensure items are properly stored.
• Coordinate with vendors and service providers for routine repairs, maintenance, and facility needs.
• Schedule and confirm service appointments, maintain service information and contracts, gather quotes, and follow open items through completion.
• Prepare and organize materials for summer camps, school break camps, birthday parties, and other Stutelage programs.
• Assemble and maintain teacher supply bins, first-aid kits, and center supply kits.
• Complete printing, copying, scanning, labeling, assembling, mailing, and other program and office needs.
• Handle incoming and outgoing mail, filing, paperwork organization, and basic data entry.
• Make phone calls, schedule appointments, gather information, and complete follow-ups.
• Run occasional business-related errands and shopping.
• Assist with calendar coordination, reminders, scheduling, and other executive support for the owner.
• Work closely with our virtual administrative team to complete tasks requiring an in-person component and ensure projects and follow-ups are completed.
• Take ownership of miscellaneous administrative, organizational, and operational projects as needs arise.

Required Qualifications

• Strong technology skills and a high level of comfort working with computers, online platforms, and digital systems.
• Proficiency with Google Workspace, including Gmail, Google Drive, Docs, Sheets, and Calendar.
• Ability to quickly learn new software, platforms, and systems.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Strong time-management skills and the ability to manage multiple priorities.
• Ability to work independently and remain productive without constant supervision.
• Proactive approach to work with the ability to recognize what needs to be done and take initiative.
• Strong follow-through and ability to take a task or project from start to completion.
• Professional, dependable, resourceful, and comfortable problem-solving independently.
• Willingness to complete both hands-on and administrative responsibilities.
• Ability to work fully in person at our East Amherst location. Remote work is not available for this position.

Preferred Qualifications

• Previous experience in administrative support, office management, executive assistance, operations, or a similar role.
• Experience working in an education or youth-focused environment is a plus.

Benefits

• Employee discount
• Select paid holidays
• Paid sick leave in accordance with New York State requirements
• Some schedule flexibility with prior approval

We are looking for someone who …