Executive Assistant in New York City, New York at EDUCATION THROUGH MUSIC INC

Description

Education Through Music, Inc. (ETM) is a nonprofit organization that partners with New York City schools to provide music as a core subject for all children and uses music education as a catalyst to support academic achievement, motivation for school, and self-confidence.

ETM is seeking a full-time Executive Assistant to provide direct administrative and organizational support to the CEO and COO, serve as a primary point of coordination for general office operations, and assist with Board administration.

This is a high-touch executive support role requiring exceptional organization, sound judgment, patience, adaptability, discretion, follow-through, and the ability to anticipate needs. The Executive Assistant will proactively coordinate scheduling, administrative, logistical, and basic technology needs while managing multiple priorities with professionalism and attention to detail.

Responsibilities:

CEO Support

• Provide high-touch executive support to the CEO, proactively anticipating scheduling, administrative, logistical, and basic technology needs and ensuring timely follow-through on priorities and commitments.
• Manage the CEO’s calendar and schedule meetings.
• Draft and edit written communications.
• Prepare PowerPoint presentations, as needed.
• Create and maintain filing and CEO tracking systems.
• Manage documents, including printing and organizing materials.
• Provide additional technology and administrative support as needed.

COO & Organizational Support

• Manage the organizational calendar, including scheduling weekly Directors’ Meetings and monthly Staff Meetings.
• Assist with the compilation and distribution of meeting minutes and deliverables.
• Provide document management, calendar, and administrative support as needed.

Board Administration

• Attend and take minutes at Board meetings.
• Coordinate setup logistics and calendar management for quarterly Board meetings, including tracking and following up on RSVPs.
• Schedule Board Committee meetings, including RSVP tracking and follow-up.
• Under the direction of the COO, maintain Board-related administrative documents, including shared folders with agendas, minutes and committee materials; Board contact lists and committee assignments; Conflict of Interest forms; and other materials as needed.

General Office Support

• Set up in-person meetings and coordinate catering for staff meetings and other gatherings.
• Support front-office operations, including answering and directing general-purpose phone calls, sorting incoming mail, maintaining printed materials, and compiling folders for presentations and interviews.
• Manage office supply and pantry inventory, including ordering supplies as needed.
• Greet guests, including ETM teachers, donors, Board members, and consultants.

Benefits include:

• Annual paid time off – sick days, personal days, vacation, floating holidays and holidays
• Employer-subsidized health insurance and employer-sponsored Health Reimbursement Account
• Personal Wi-Fi and device-use stipend
• 403(b) retirement plan
• Commuter benefits (transit/parking)
• Available employee-funded benefits, including dental and vision coverage, Flexible Spending Account/Dependent Care Account (FSA/DCA), term life insurance, Aflac, and LegalShield

Pay Range:

$65,000 – $68,000/year

Work Schedule:

Hybrid schedule: four days per week in the office, with one optional remote day per week.

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and experience.
• 3–5 years of progressively responsible administrative or executive support experience, including direct support to senior leadership.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, adapt quickly to changing priorities, and provide proactive follow-through.
• Superior organizational and time-management skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Exceptional patience, professionalism, adaptability, and interpersonal judgment when supporting senior leaders and managing competing needs.
• Proficiency in Microsoft Office and Google Workspace.
• Comfort troubleshooting basic technology issues and learning new platforms.
• Ability to take accurate meeting minutes.
• Strong customer-service orientation for front-office and guest management.
• Commitment to the mission of Education Through Music.

Preferred Qualifications:

• Prior experience in a nonprofit or education/arts organization.
• Administrative experience supporting a Board of Directors.
• Experience coordinating events, meeting logistics, or catering.
• Strong technology skills, with comfort navigating new software and digital tools as needed.