Executive Assistant (Part Time)

brainpop; New York (NY); Hybrid; USD 46,000 - 65,000; Part time

Job summary

BrainPOP is seeking a part-time Executive Assistant to support the CEO with administrative and operational tasks in a fast-paced, hybrid NYC environment. The role focuses on optimizing the CEO's calendar, travel, and communications, while coordinating with the executive team on projects and events.

The ideal candidate has 4+ years of EA experience to a C-level executive, is highly organized, detail-oriented, and comfortable with technology, including Zoom, Navan, Asana, and Google Suite.

Qualifications

• 4+ years of experience as an Executive Assistant to a C-level executive; experience with office coordination or management.
• Bachelor's degree preferred.
• Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks.
• Experience participating in and managing small to medium sized projects from start to finish, collaborating with multiple stakeholders and owning project delivery when needed.
• Proficient with systems and tools such as expense management, project management, video conferencing (Zoom, Navan, Asana).
• Ability to do basic technical troubleshooting in Zoom and other tools, and willingness to learn new technologies as needed.
• Proficient with Google Suite (Gmail, Slides, Sheets, etc); able to create basic formulas, pivot tables, charts in Google Sheets and draft decks in Slides.

Responsibilities

• Provide administrative and operational support to the CEO; leverage tools and technology to automate workflows or create efficiencies.
• Manage complex and dynamic calendar for CEO, including meeting scheduling internally and externally, fielding requests, making adjustments, and managing relevant communications.
• Proactively manage CEO's time by prioritizing requests and critical meetings while also preserving focus time.
• Own updates to the Executive Team calendar and Board meeting planning calendars.
• Coordinate CEO's travel arrangements, including flights, accommodations, and itineraries and filing expense reports.
• Prepare the CEO for meetings, conferences and events with agendas, pre-reads, briefing notes, and any context needed to walk in ready
• Support logistics, planning and execution for Board meetings, Executive Team onsites/offsites and Quarterly Business Reviews.
• Coordinate executive team celebration and recognition moments (birthdays, anniversaries, milestones).
• Support executive and board member onboarding/ offboarding processes.
• Field requests and manage communications with internal and external parties.
• Reserve conference spaces for CEO's onsite meetings, ensuring technology and all necessary supplies are ready and available.

Skills

Calendar management

Executive support

Travel coordination

Communication

Project coordination

Education

Bachelor's degree preferred

Tools

Zoom

Navan

Asana

Google Suite

Job description

For over two decades, BrainPOP has been trusted by educators and parents worldwide as a source of engaging and impactful learning experiences for all kids. With a presence in over two-thirds of U.S. districts through school and district subscriptions and an estimated annual reach of 25 million students, BrainPOP is empowering kids to take agency over their learning and excel in and out of the classroom.

The company was acquired in 2022 by KIRKBI, the family-owned holding and investment company of the LEGO brand, marking a significant milestone as their first acquisition in the digital learning realm. We are thrilled to continue making learning fun and accessible with the strategic guidance and support of KIRKBI.

About the Role

The Part Time Executive Assistant will provide executive operational support to BrainPOP's CEO and is essential to ensuring our CEO's time is optimized. The ideal candidate has experience working hand in glove with an executive to enable strategic use of their time and anticipate needs. The Executive Assistant is highly organized, proactive, analytical and thrives in a fast paced environment.

This is a part-time position requiring 25 hours per week , structured on a predictable Monday through Friday schedule (e.g., 9:00 AM - 2:00 PM Eastern daily). Exact core hours to be agreed upon hire.

While daily core operating hours are fixed to maintain routine support, occasional off-hours support for time-sensitive projects may be requested.

The preferred candidate will be hybrid, working 2-3 days weekly in our NYC HQ office. The EA may occasionally be asked to spend more time in office based on business needs.

The compensation is $35-$50 per hour.

In This Role You Will

• Provide administrative and operational support to the CEO; leverage tools and technology to automate workflows or create efficiencies
• Manage complex and dynamic calendar for CEO, including meeting scheduling internally and externally, fielding requests, making adjustments, and managing relevant communications
• Proactively manage CEO's time by prioritizing requests and critical meetings while also preserving focus time.
• Own updates to the Executive Team calendar and Board meeting planning calendars.
• Coordinate CEO's travel arrangements, including flights, accommodations, and itineraries and filing expense reports.
• Prepare the CEO for meetings, conferences and events with agendas, pre-reads, briefing notes, and any context needed to walk in ready
• Support logistics, planning and execution for Board meetings, Executive Team onsites/offsites and Quarterly Business Reviews.
• Coordinate executive team celebration and recognition moments (birthdays, anniversaries, milestones).
• Support executive and board member onboarding/ offboarding processes.
• Field requests and manage communications with internal and external parties.
• Reserve conference spaces for CEO's onsite meetings, ensuring technology and all necessary supplies are ready and available.

You Are

• Solution-oriented; leverage technology and AI tools or automation to optimize time.
• Able to triage and identify what needs the CEO's attention, what you can handle yourself, and what can wait
• Exceptionally attentive to detail, anticipatory, and highly organized with excellent follow though
• A self-starter; proactive with the ability to anticipate needs.
• Able to manage multiple tasks and projects simultaneously; prioritize to ensure alignment to business needs and deadlines.
• A clear and concise communicator both verbally and in writing
• Team-oriented but comfortable working independently and taking ownership to drive projects through to completion.
• Customer service focused with a can-do attitude; take pride in being a positive, helpful presence around the office (and virtually).
• Attentive to ensuring the highest confidentiality.

On Your Resume

• 4+ years of experience as an Executive Assistant to a C-level executive; experience with office coordination or management.
• Bachelor's degree preferred.
• Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks.
• Experience participating in and managing small to medium sized projects from start to finish, collaborating with multiple stakeholders and owning project delivery when needed.
• Proficient with systems and tools such as expense management, project management, video conferencing (our stack includes Zoom, Navan, Asana).
• Ability to do basic technical troubleshooting in Zoom and other tools, and willingness to learn new technologies as needed.
• Proficient with Google Suite (Gmail, Slides, Sheets, etc); able to create basic formulas, pivot tables, charts in Google Sheets and draft decks in Slides.
• Experience managing office vendors and negotiating and partnering with external venues and providers for events.
• Willing to provide after-hours support when required to address time sensitive requests.

Location

The BrainPOP team operates in a hy