Part-Time Executive Administrative Assistant

Job Description

Job Description

Executive Administrative Assistant Location: Brooklyn, NY (Private Executive Office)

Position Type: Hourly, In-Person

Pay: $25.00-$30.00 per hour, based on experience

Hours: 20-25 hours/week initially
Monday-Friday with flexible daytime hours 
Saturday mornings (required) for remote availability to assist with coach, parent, or program issues as needed 
Work from your home office, with occasional travel to schools or events if needed 
Opportunity to grow into a full-time Operations Manager as the business expands

About Us

We are a growing children's enrichment organization providing high-quality dance, sports, gymnastics, yoga, fitness, and after-school programs throughout New York City. Our programs partner with schools, early childhood centers, and community organizations to create fun, educational experiences that help children build confidence, develop lifelong healthy habits, and enjoy learning through movement.

As our organization continues to grow, we are seeking an Executive Administrative Assistant to work directly with the CEO and help manage the day-to-day operations of our expanding businesses.

Position Summary

This is much more than a traditional administrative assistant role.

We are looking for someone who is highly organized, proactive, dependable, and enjoys solving problems. The ideal candidate thrives in a fast-paced environment, takes initiative, and enjoys helping a growing business stay organized and efficient.

This position is based in a private executive office in Brooklyn, where you will work directly with the CEO while supporting multiple children's enrichment programs throughout New York City.

Responsibilities

Executive & Administrative Support

• Manage the CEO's calendar and appointments.

• Prioritize emails and correspondence.

• Schedule meetings and prepare agendas.

• Draft professional emails, contracts, proposals, and business documents.

• Organize digital and physical filing systems.

• Handle confidential company information with professionalism and discretion.

Scheduling & Operations

• Coordinate instructor schedules across multiple schools.

• Schedule substitute instructors when needed.

• Maintain company calendars and program schedules.

• Confirm schedules with schools and staff.

• Coordinate equipment, supplies, and program logistics.

• Assist with special events, camps, recitals, and trainings.

Customer Service

• Communicate professionally with schools, parents, and employees.

• Respond to emails and phone calls.

• Assist families with registrations and program information.

• Resolve customer concerns professionally and efficiently.

Billing & Financial Administration

• Generate invoices and maintain billing records.

• Follow up on outstanding balances.

• Track purchase orders and payments.

• Assist with payroll preparation.

• Maintain organized financial documentation.

Human Resources

• Schedule interviews.

• Assist with recruiting and onboarding.

• Collect employee documentation.

• Maintain personnel files.

• Track employee certifications, clearances, and required training.

Marketing & Enrollment

• Assist with social media posting.

• Coordinate email marketing campaigns.

• Help create promotional flyers and materials.

• Support enrollment initiatives.

• Assist with community outreach and school partnerships.

Program Administration

• Prepare contracts and proposals.

• Track enrollment numbers.

• Maintain program records.

• Coordinate special events and performances.

• Order supplies, uniforms, medals, and program materials.

Office Management

• Maintain an organized office environment.

• Order office supplies.

• Coordinate vendors and service providers.

• Assist with technology and office systems.

• Support special projects as assigned.

Qualifications

• Minimum of 2 years of administrative or office experience.

• Excellent organizational and time management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office (Word, Excel, Outlook).

• Experience with Google Workspace is a plus.

• Strong attention to detail.

• Excellent problem-solving skills.

• Ability to manage multiple priorities.

• Professional phone and email etiquette.

• Ability to work independently while collaborating with a team.

Our Ideal Candidate

We're looking for someone who takes ownership, enjoys solving problems, and thrives in a fast-paced environment.

You might be a great fit if you:

• Love creating order from chaos.

• Are highly organized and dependable.

• Have exceptional follow-through.

• Can anticipate needs before being asked.

• Enjoy improving systems and processes.

• Communicate professionally with schools, families, and staff.

• Maintain confidentiality and professionalism at all times.

• Have a positive attitude and enjoy being part of a close-knit team.

Work Environment

This position is based in a private executive office in Brooklyn. The successful candidate will work directly with the CEO in a collaborative, fast-paced environment supporting multiple growing children's enrichment businesses.

Occasional travel to local schools or events may be required.

Growth Opportunity

We are looking for someone interested in building a long-term career with our organization. As our company continues to grow, this position offers the opportunity to take on increased responsibility and advance into an Office Manager or Operations Manager role.

A performance review will be conducted after 90 days, with opportunities for increased compensation based on performance and expanded responsibilities.

What We Offer

• Competitive hourly pay based on experience.

• Paid training.

• Opportunities for professional growth and advancement.

• Flexible scheduling when possible.

• A collaborative, family-oriented work environment.

• Meaningful work supporting children and families throughout New York City.

To Apply

Please submit your resume along with a brief cover letter telling us why you would be a great fit for our team.

We look forward to meeting someone who is organized, motivated, and excited to grow with us.