Executive Assistant

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 CEOs 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:

$65000 $68000/year

Work Schedule:

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

Required Qualifications:

• Bachelors degree or equivalent combination of education and experience.
• 35 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.