Executive Assistant

Ethical Culture Fieldston School • New York, NY

33d • $75,000 - $90,000 • Onsite

About The Position

We are seeking a proactive and highly organized Executive Assistant to support the Chief Executive Officer (CEO). The successful incumbent will be a seasoned assistant with the ability to expertly handle a variety of administrative tasks, including managing an extremely active calendar, completing expense reports, preparing meeting notes, and communicating to various School stakeholders. This role will work primarily out of the Riverdale campus with regular weekly travel to the Manhattan campus. The hiring range for this position is $75,000 to $90,000. W hen determining the salary for a position, ECFS considers factors including, but not limited to: the scope and responsibilities of the position, internal peer equity, key skills required for the role, the candidate’s work experience, education and training, as well as market and organizational considerations. Please note that this is an onsite role and not performed remotely. Ethical Culture Fieldston School retains its right to modify job duties in accordance with changing operational needs.

Requirements

• A Bachelor’s degree with a minimum of 5-7 years of administrative experience supporting C-suite leaders
• Advanced proficiency in using Google Workspace and expense management tools (such as Concur)
• Excellent verbal, written, and oral communication skills to effectively communicate initiatives, facilitate discussions, and liaise with various levels of stakeholders
• A high degree of organization, resourcefulness, and attention to detail
• The ability to collaborate and build strong relationships with faculty, administrators, and the overall School community to meet goals
• A strong ability to multitask and shift priorities without compromising the quality of work
• The ability to anticipate needs proactively, identify issues quickly, and problem solve accordingly, while remaining calm in stressful situations that may arise
• The ability to handle confidential materials with discretion while maintaining a high level of integrity
• A willingness to learn and embrace new ideas and procedures and a consistent initiative to help streamline processes and improve efficiencies
• The ability to manage a complex schedule several months ahead of time if needed
• A positive attitude and the ability to listen effectively and be receptive to feedback
• The ability to work collaboratively in group settings, as well as independently, to successfully complete tasks
• The ability to work outside of normal business hours as needed
• Reliability, punctuality, and consistent attendance
• The ability to cultivate a welcoming culture in which all members of our community feel valued and appreciated

Responsibilities

• Handling the Chief Executive Officer’s daily activities, including calendar and inbox management, visitor management, and preparation of meeting materials
• Representing the CEO to all visitors to his office in a professional and courteous manner
• Managing and communicating any important deadlines, conflicts, and sensitive issues to stakeholders as directed
• Tracking receipts and preparing monthly expense reports
• Prioritizing and screening phone calls, emails, and other inbound communications to ensure the CEO’s time is used effectively
• Coordinating with the Technology team, Dining Services, Facilities, and other departments to ensure proper coordination of meetings and related logistics, including food and drinks, room set-up, necessary hand-outs or documents, presentations, etc.
• Planning regular meetings with the ECFS Executive Leadership Council as a group, as well as individual 1:1 meetings with the CEO, including scheduling special events, retreats, and strategic initiatives as directed, and taking notes at group meetings
• Arranging appropriate travel for the CEO to and from meetings, events, and conferences as needed
• Providing backup support for the Board Relations Coordinator to cover vacations and busy seasons at the School
• Ordering office supplies and other materials to ensure appropriate levels are always maintained
• Assisting with the creation or preparation of presentations, spreadsheets, or other meeting documents
• Fostering positive relationships with team members and various stakeholders
• Performing other related projects and duties as needed and assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Executive