Executive Assistant

Ascend Schools; New York (NY); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

403(b) retirement plan with employer匹配

Generous paid time off and employee福利

Job summary

Ascend Schools, based in Brooklyn, NY, is seeking an experienced Executive Assistant to support two executives. The role demands confidentiality, proactive prioritization, and flawless coordination in a fast-paced, mission-driven environment.

You will manage calendars, handle confidential communications, prepare materials, coordinate events, and maintain organized information systems across offices, while liaising with board members, staff, and external partners.

Qualifications

• Minimum 3 years of assistant experience, preferably supporting C-level executives at Non-Profit Organizations.
• Bachelor's degree preferred but not required with equivalent experience.
• Advanced proficiency in Microsoft Office Suite and Google Workspace.
• Excellent written and verbal communication skills, with the ability to draft professional materials independently.
• Proven ability to anticipate needs, think critically, and act with initiative.
• Comfort working independently and in a fast-paced, evolving environment.
• Strong interpersonal skills and ability to build trust across levels of the organization.

Responsibilities

• Manage two executives’ calendars with precision, proactively prioritizing competing demands, and anticipating needs.
• Professionally handle and proactively flag highly confidential correspondence, screen communications, and respond with professionalism and discretion.
• Prepare materials for meetings, presentations, and travel; ensure executives are fully briefed and equipped.
• Anticipate issues and resolve administrative matters proactively to maximize executive effectiveness.
• Support events and meetings on school sites and with executives off-site, as required.
• Serve as the central point of contact for the executives’ offices, fostering positive relationships internally and externally.
• Maintain organized systems for digital and physical files, ensuring quick access to key information.
• Process expense reports and manage small budget items with accuracy and timeliness.
• Support logistics for executive meetings, including agenda setting, technology setup, and follow-up documentation.
• Draft clear and professional correspondence, memos, and reports on behalf of the executives.
• Capture detailed meeting notes and ensure timely follow-up on action items.
• Act as a liaison between executives, board members, staff, and external partners, ensuring information flows accurately and efficiently.
• Plan and coordinate events and logistics for cross-functional projects, ensuring meetings, materials, and deadlines are well managed.
• Develop and maintain simple project trackers, dashboards, or timelines to support project visibility.
• Take ownership of discrete project components (e.g., coordinating communications, managing a deliverable timeline, preparing briefing materials).
• Proactively flag risks, delays, or resource needs to executives, without active prompting.
• Partner with other administrative and project staff to ensure alignment across the broader organization.

Skills

Organizational skills

Time management

Written communication

Interpersonal skills

Proactive thinking

Independent work

Stakeholder liaison

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Job description

Ascend is a network of high-performing public charter schools serving students across Brooklyn. Our mission is to ensure that all students, regardless of background, have access to an education that empowers them to unlock their full potential, achieve academic excellence, and pursue a future of boundless opportunity. We cultivate rigorous learning environments where students develop critical thinking skills, confidence, and a lifelong love of learning.

At Ascend, educational equity is a driving force. We are committed to closing the achievement gap by delivering high-quality instruction, fostering a culture of high expectations, and equipping every student with the knowledge and skills needed to excel in college and beyond. Through this unwavering commitment, we prepare students not only to succeed academically but to seize every opportunity that lies ahead.

About the Role

Ascend is seeking an experienced, detail-oriented, and highly professional Executive Assistant to provide seamless support to two executives. This individual will play a critical role in coordinating complex logistics, managing competing priorities, and ensuring operational excellence across executive offices. The Executive Assistant must operate with the highest levels of confidentiality and sound judgment, while working independently in a fast-paced, mission-driven environment.

Key Responsibilities

Executive Support

• Manage two executives’ calendars with precision, proactively prioritizing competing demands, and anticipating needs
• Professionally handle and proactively flag highly confidential correspondence, screen communications, and respond with professionalism and discretion
• Prepare materials for meetings, presentations, and travel; ensure executives are fully briefed and equipped
• Anticipate issues and resolve administrative matters proactively to maximize executive effectiveness
• Support events and meetings on school sites and with executives off-site, as required.

Office & Information Management

• Serve as the central point of contact for the executives’ offices, fostering positive relationships internally and externally.
• Maintain organized systems for digital and physical files, ensuring quick access to key information.
• Process expense reports and manage small budget items with accuracy and timeliness.
• Support logistics for executive meetings, including agenda setting, technology setup, and follow-up documentation

Communication & Coordination

• Draft clear and professional correspondence, memos, and reports on behalf of the executives
• Capture detailed meeting notes and ensure timely follow-up on action items
• Act as a liaison between executives, board members, staff, and external partners, ensuring information flows accurately and efficiently

Project Coordination

• Plan and coordinate events and logistics for cross-functional projects, ensuring meetings, materials, and deadlines are well managed
• Develop and maintain simple project trackers, dashboards, or timelines to support project visibility
• Take ownership of discrete project components (e.g., coordinating communications, managing a deliverable timeline, preparing briefing materials)
• Proactively flag risks, delays, or resource needs to executives, without active prompting
• Partner with other administrative and project staff to ensure alignment across the broader organization

Staff and Reporting Relationships

The Executive Assistant will report directly to their assigned executive and collaborate closely with other members of the Executive and Executive Support teams.

Qualifications

• Minimum 3 years of assistant experience, preferably supporting C-level executives at Non-Profit Organizations
• Bachelor's degree preferred but not required with equivalent experience
• Advanced proficiency in Microsoft Office Suite and Google Workspace
• Exceptional organizational abilities; able to manage multiple priorities with speed and accuracy.
• Strong time management skills; able to balance urgency with high-quality execution.
• Excellent written and verbal communication skills, with the ability to draft professional materials independently.
• Proven ability to anticipate needs, think critically, and act with initiative.
• Comfort working independently and in a fast-paced, evolving environment.
• Strong interpersonal skills and ability to build trust across levels of the organization

Personal Attributes

• High degree of professionalism, integrity, and confidentiality.
• Self-motivated, resourceful, and solutions-oriented.
• Calm and composed under pressure, with the ability to manage competing deadlines.
• Growth mindset, with openness to feedback and continuous improvement.
• Service-oriented, with a positive and collaborative approach to problem-solving.

Compensation

The salary range for this position is $70,000 - $85,000. Several factors, such as a candidate's work experience, education/training, job-related skills, internal peer equity, as well as market and business considerations, may influence base pay offered. This salary range is reflective of a position based in New York City.

This is a full-time, exempt position that offers a comprehensive benefits package including:

• Medical, dental, and vision insurance
• 403(b) retirement plan with employer matching
• Generous paid time off and additional employee benefits

Location & Work Arrangement

• Based in our Brooklyn, NY office
• Hybrid work schedule requiring in-office presence at least three days per week
• Occasional professional conference travel

In-person work expectations include network office time, stakeholder meetings, school visits, special events, and other role-specific responsibilities as determined by management.