Admin Assistant to the CEO

Bhired•Brooklyn, NY

1d•Onsite

About The Position

This is the CEO's right hand across multiple businesses simultaneously — facilities, vendors, recruiting, insurance, grants, billing, marketing accountability, and more. You take the CEO's intent and turn it into completed work. What holds it all together is judgment, follow-through, and the ability to figure things out without being walked through them.

Requirements

2+ years in an admin, executive assistant, operations coordinator, or office manager role
Driven, punctual, organized, detail-oriented — takes full ownership and closes loops
Strong written and verbal communication skills
Comfortable in Google Workspace (Sheets, Docs, Calendar, Gmail); quick to learn new tools
Valid driver's license and reliable transportation — this role floats across multiple sites

Nice To Haves

Experience in childcare, education, healthcare, or a multi-site service business is a strong plus
Vendor management, facilities coordination, insurance paperwork, or grant reimbursement experience is a strong plus

Responsibilities

Own maintenance issues across every site end-to-end — from the moment it's flagged to the moment it's fixed and logged
Walk centers and sites regularly to catch issues before they become complaints
Coordinate routine schedules: HVAC, deep cleaning, pest control, fire inspections, and more
Set up new spaces: order furniture, schedule deliveries, prep classrooms and offices
Source, vet, and onboard cleaning crews and recurring vendors — get quotes, check references, run trials, present recommendations
Maintain a vendor directory used as the single source of truth across all sites
Run price comparisons and track spend by vendor and category
Track every CEO-assigned project across every business to completion with visible status
Build and maintain Google Sheets trackers, KPI scorecards, and admin tools
Calendar coordination, meeting scheduling, and follow-up notes
Surface open billing items — unpaid invoices, tuition arrears — weekly to the CEO with status and next steps
Submit documentation for insurance requotes and grant reimbursements across all entities
Maintain a calendar of renewal dates so requotes start early, never last-minute
Coordinate with grant writers on deadlines, applications, and reporting requirements
Post job ads, sift resumes against defined criteria, and build shortlists for hiring managers
Schedule interviews and maintain a tracker of open roles and candidates in flight
Set up Regional Directors and site managers with the reports and dashboards they need
Train new secretaries on phones, intake systems, and front-desk SOPs
Hold the marketing team accountable on deliverables, deadlines, and campaign strategy