Executive Assistant to Two Executives — Hybrid NYC

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 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.