The Executive Assistant to the CEO manages scheduling, communications, and operations, supports grant processes, and coordinates with stakeholders, ensuring efficient workflows.
Qualifications82nd Street Academics is a nonprofit organization serving students from Pre-K through high school in Jackson Heights, Queens. We partner closely with schools and communities to expand access to high-quality educational opportunities.
We are seeking a highly organized, tech-savvy, and proactive Executive Assistant to support the CEO in a fast-paced, mission-driven environment. This role is ideal for someone who thrives on managing competing priorities, anticipates needs before they arise, and is excited to contribute to work that supports students and families. The Executive Assistant will serve as a strategic partner to the CEO, ensuring seamless day-to-day operations while supporting high-level initiatives, including grant processes and external stakeholder engagement.Key Responsibilities
We are seeking a highly organized, tech-savvy, and proactive Executive Assistant to support the CEO in a fast-paced, mission-driven environment. This role is ideal for someone who thrives on managing competing priorities, anticipates needs before they arise, and is excited to contribute to work that supports students and families. The Executive Assistant will serve as a strategic partner to the CEO, ensuring seamless day-to-day operations while supporting high-level initiatives, including grant processes and external stakeholder engagement.Key Responsibilities
Executive Support
- Manage complex scheduling, including internal and external meetings with government officials, school leaders, and funders
- Coordinate travel, logistics, and briefing materials for meetings and events
- Prioritize and manage incoming communications on behalf of the CEO
Operations & Coordination
- Prepare agendas, take detailed notes, and track follow-ups for leadership and board meetings
- Support cross-functional coordination across programs, development, and operations teams
- Maintain organized systems for documents, files, and communications
Grants & External Relations Support
- Assist with grant preparation, tracking deadlines, and compiling materials
- Help coordinate meetings and communications with key partners, including public sector stakeholders and philanthropic funders
- Support preparation of presentations, reports, and briefing documents
Technology & Systems
- Use Google Workspace (Docs, Sheets, Slides, Calendar, Drive) to manage workflows and improve efficiency
- Maintain dashboards or trackers (e.g., grants, partnerships, priorities)
- Utilize project management tools (e.g., Notion, Asana) to track tasks and initiatives
- Leverage AI tools for notetaking, meeting summaries, and workflow optimization
- Operate across communication platforms including Microsoft Outlook, Teams, and Zoom
- Identify opportunities to streamline processes using technology
- 2–5+ years of experience in an executive assistant, administrative, or operations role
- Highly proficient in Google Workspace (Docs, Sheets, Slides, Calendar, Drive)
- Familiarity with Microsoft Outlook, Teams, Zoom, and similar communication tools
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Professionalism and discretion when handling sensitive information
- Fluency in Spanish (strongly preferred)
- Bachelor’s degree preferred
- Experience in a nonprofit, education, or mission-driven organization
- Administrative experience in school systems or healthcare settings
- Familiarity with grant processes or development work
- Experience supporting senior executives or leadership teams
- Comfort using project management platforms (Notion, Asana, or similar)
- Familiarity with AI-powered productivity tools
- A proactive, solutions-oriented mindset
- Strong judgment and ability to anticipate needs
- Flexibility and adaptability in a dynamic environment
- Comfort working with a wide range of stakeholders, including families, educators, and external partners
- A commitment to supporting students and communities in Jackson Heights
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