Executive Assistant

Client: Ed Tech

Title: Executive Assistant

Duration: 3 – 6 Months

Location: New York, NY (2 Days Onsite)

Job Description:

Executive Assistant

·        The Executive Assistant provides high-level administrative and operational support to the Chief Legal and Risk Officer, General Counsel, and Risk Management Division.

·        This role serves as a trusted partner to division leadership, ensuring seamless executive support, operational efficiency, and effective coordination of strategic initiatives.

·        The position requires discretion, sound judgment, strong organizational skills, and the ability to manage confidential information with integrity.

About the Team

·        The Risk Management division works to guide and support client and manage risk in a way that protects the organization while allowing it to pursue its mission and strategic objectives.

·        The division includes the legal, compliance, security, accommodations, and accessibility-related functions. Common to all these groups is a strong desire to support those who use client''s services, including students, families, educators, and our colleagues, and to provide counsel and guidance that is wise, balanced, and solution-oriented.

About the Opportunity 

·        The Executive Assistant is a critical function that supports several senior leaders.

·        You’re a go-getter, described by others as an unstoppable force, who stays calm, organized, and coordinated under pressure.

·        You’re ready to take on a role that allows you to learn and grow, and you’re willing to meticulously execute your primary responsibilities, from small tasks performed flawlessly to larger projects managed skillfully, while inquiring about ways to take on new tasks that provide added value to the division as well as the organization.

·        At the core of this role, you serve as an Executive Assistant who maximizes leader impact by scheduling meetings, managing expenses, and booking travel.

·        You’ll work with executives and chiefs of staff to support our most critical work.

·        We’re looking for a superstar who is seeking the opportunity to experience and be a part of diverse and interesting work at the most senior levels of the organization.

In this role, you will:

Provide administrative support to Risk Management Division Leadership (50%)

·        Manage complex calendars for the Chief Legal and Risk Officer and the General Counsel, ensuring efficient time management.

·        Coordinate division-wide meetings, team retreats, and events, including engagements with internal and external stakeholders.

·        Schedule and manage convenings with external General Counsels.

·        Coordinate travel arrangements for the Chief Legal and Risk Officer, and General Counsel.

·        Handle expenses for the Chief Legal and Risk Officer, and General Counsel, including reconciliation and budget tracking

·        Manage the receipt, review, processing, reconciliation, and tracking of legal invoices, ensuring accuracy, compliance with billing guidelines, and timely coordination with Finance and outside counsel.

·        Ensure seamless execution of in-person, hybrid, and remote meetings and events; prepare PowerPoint presentations, agendas, and briefing materials as needed.

·        Support staff engagement initiatives and division culture efforts.

·        Maintain and update key divisional records, including organizational charts, distribution lists, and other administrative documentation.

Lead special projects and strategic initiatives that result in division-wide impact for Risk Management (30%)

·        Support the Chief Legal and Risk Officer, General Counsel, and department leadership with division-wide initiatives, special projects, and administrative tasks as needed. 

·        Coordinate preparation of materials for the Chief Legal and Risk Officer and department leaders’ meetings with the College Board President or CEO, Executive Leadership Team, and the Board of Trustees and its committees.

·        Identify and proactively execute process improvements and special projects for the division and its various departments.

·        Conduct research, coordinate stakeholders, track deliverables, and monitor progress on assigned initiatives.

Manage Divisional Operations (20%)

·        Establish and maintain efficient administrative systems and workflows to support the Risk Management division.

·        Track key deliverables, deadlines, and action items across division leadership and ensure timely follow-up.

·        Support onboarding of new team members (technology access, documentation, and scheduling).

·        Establish structures for divisional communication, knowledge sharing, and engagement activities, including skip-level meetings, interactive office hours, divisional gatherings, and individual syncs at a regular cadence.

·        Ensure the smooth, successful, and timely completion of all divisional operations, including budget setting, engagement, compliance training, performance management, and goal setting.  

About You

·        Associate’s or Bachelor’s degree preferred

·        At least 2 years’ experience in providing executive-level support.

·        Strong organization and prioritization skills and the proven ability to move forward multiple projects in concert, both independently and as a member of a team.  

·        Adept problem-solving skills, including using data to inform decisions and actions.

·        Excellent verbal and written communication skills, including facilitating meetings and presenting remotely. 

·        A strong service orientation, a desire to enhance the work of those you support, and a mindset that considers their success your success.

·        Proven ability to build relationships. 

·        Excellent technical skills including facility with PowerPoint, Word, and Excel; proficiency with Slack, Zoom, and AI a plus.

·        Desire to learn, explore, and be challenged. 

·        Interest in working for a mission-oriented, not-for-profit organization dedicated to improving education.