Executive Assistant

Organization Summary:

Prep for Prep is a premier educational and leadership development program that develops ethical and effective leaders who reflect society. Prep identifies New York City’s most promising students, prepares them to excel at the nation's top independent schools, and supports their academic, professional, and personal growth through middle school, high school, college graduation, and beyond. A core component of the Prep for Prep experience is The Preparatory Component, a rigorous 14-month course that prepares students academically and socially to excel in an independent school.

Today, Prep’s more than 4,000 alumni serve in leadership roles in nearly every industry and facet of society, including education, business, finance, law, technology, media, government, charitable organizations, and the arts. Learn more about Prep for Prep at www.prepforprep.org.

Position Summary:

The Executive Assistant to the CEO is a skilled professional who provides high-level administrative support to the CEO and the Executive Office. The role’s key responsibilities involve scheduling support, limited event planning, managing special projects, and contributing to the overall efficiency and success of the executive office. The ideal candidate will be a proactive and detail-oriented individual, capable of managing complex tasks and working at a brisk pace while maintaining a high level of professionalism, collaboration, and confidentiality. Additionally, candidate must have an appreciation for how their work contributes to the strategic goals of the organization. The Executive Assistant reports to the Chief Executive Officer.

Responsibilities for this role include, but are not limited to, these primary areas:

CEO Administrative Support

Oversee the CEO’s calendar by prioritizing appointments, meetings, and engagements that align with Prep’s broader organizational priorities, ensuring the CEO has the necessary materials for meetings and events.
Anticipate, manage, and facilitate CEO meetings. This includes but is not limited to creating agendas, preparing briefing documents, providing technical support, and ensuring documents are ready.
Manage incoming requests for CEO involvement, engagement, or activities to prioritize and recommend appropriate responses and actions.
Record Keeping - Ensure appropriate files are maintained, updated, and organized.
Oversee clerical and technology support to prepare various mailings and mass communications.

Liaison between the Executive Staff and the Chief Executive

Coordinate regular meetings with Executive Staff members.
Assist the Executive Director, the Chief Operating Officer, and the Director of Development and Strategic Partnerships as their tasks relate to the CEO.
Collaborate across departments in the coordination and planning of special events for Staff, Board members, Alumni, and school partners.

Board of Trustees

Coordinate, schedule, and facilitate setting up meetings of the Board of Trustees, Executive Committee, and other board Committees. Distribute materials and communicate with Trustees and their assistants regarding attendance and meeting follow-up.
In collaboration with the Development team, update and maintain Board of Trustees and Associates Council reference materials and schedule new Board member orientation sessions.
Maintain up-to-date Board rosters.

Skills, Experience, and Competencies

A bachelor’s degree is preferred.
2+ years of proven experience in a complex administrative or fundraising role, preferably supporting senior leadership in a nonprofit or corporate setting.

Knowledge of New York City independent schools, elite colleges, and the business community is a plus.

Strong background in supporting leadership teams with project management, process improvement, and strategic execution a plus.
Exceptional organization with meticulous attention to detail and the ability to manage multiple priorities simultaneously and meet deadlines.
Proficiency and comfort with technology and software platforms, including the Microsoft Suite, Salesforce, Google Suite, social networking sites, Mailchimp, and other project management tools.
Ability to work independently, take initiative, and maintain a high level of confidentiality and professionalism.
Strong written and verbal communication skills, with an ability to create clear, concise, and professional documents and presentations.
Works well with a range of leadership, from board chairs and members to senior executives and managers.
Passion for the education, professional advancement, and leadership development work of the organization.

All employees of the organization should see their roles as contributing to achieving Prep for Prep's mission in the highest quality manner possible and working in conjunction with all other staff members. With this in mind, we designed the tasks above as a general framework for this position's responsibilities. Flexibility and continued quality improvement are necessary for this institution and require that individuals not perceive any job description as fixed.

This is a hybrid full-time position that requires the employee to be in the office at least three days each week, and as required based on the needs of the CEO and/or the organization. The role also requires some evening and infrequent weekend work.

Compensation: $66,500 - $70,000 based on the candidate's qualifications and experience.

How to Apply: Please email a cover letter and resume with the subject line “Executive Assistant to Chief Executive Officer” to personnel@prepforprep.org.

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