About the Role

BrainPOP is seeking an Executive Assistant to support our CEO and the Executive Team with day to day calendar management, administrative and organizational tasks, meeting preparation and follow up, as well as participate in special projects. This role requires impeccable communication, a proactive approach, critical thinking, problem solving and adaptability. The Executive Assistant will report to the Chief of Staff to the CEO, and will collaborate with company leadership and teams and stakeholders across the organization. 

BrainPOP is a hybrid work environment, and the Executive Assistant must be available to work onsite in our NYC HQ 2-3 days per week (or more often as needed).

Additionally, the Executive Assistant must be able to travel internationally 1-2 times per year, if needed, and be able to respond to time sensitive requests during off-hours when needed.

In this role, you will

• Provide administrative and operational support to the CEO (50%) and Executive Team (50%)
• Manage complex and dynamic calendars for CEO and Executive team, including meeting scheduling internally and externally, fielding requests, making adjustments, and managing relevant communications; proactively manage CEO’s time by prioritizing requests and critical meetings
• Own updates to the Executive Team and Board meeting planning calendars
• Coordinate with the Board’s Executive Assistants to ensure alignment and smooth execution on meeting scheduling, logistics and communication; develop strong working relationships with these collaborators
• Coordinate travel arrangements, including flights, accommodations, and itineraries
• Provide administrative and operational support to the CEO and Executive team to include expense reports, drafting meeting agendas, documenting meeting minutes and follow ups, slide deck support, and research
• Greet in-office Executive guests, including customers and Board members, and ensure their needs are met; provide an exceptional on-site experience for visitors
• Support logistics, planning and execution for Executive Team special events and offsite meetings
• Perform ad-hoc administrative duties and special projects as assigned to support the CEO and the Executive Team 

You Are 

• Demonstrate a high degree of personal accountability through reliability, accuracy, thoroughness, and follow through
• Excellent verbal and written communicator; able to interact professionally internally and externally with executives, team members, the Board, and other stakeholders
• Highly organized and efficient; able to prioritize time-sensitive or business critical goals and deadlines across multiple stakeholders
• Able to operate with discretion and good judgment with respect to handling confidential information and any relevant decision making
• A strong problem solver, able to discern and proactively address upcoming needs, and mitigate issues; brings forward and communicates possible solutions 
• Composed and exhibit grace under pressure
• A positive, collaborative team player who sees no task as too small or too big
• Resourceful and comfortable with ambiguity; adaptable and able to pivot as needed

You will bring

• 4+ years of experience as an Executive Assistant to C-level executives; experience supporting a CEO and multiple core executive stakeholders preferred
• Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks
• Experience managing projects from start to finish, collaborating with multiple stakeholders and owning project delivery
• Proficient with systems and tools such as expense management, project management, video conferencing (our stack includes Asana, Zoom, Navan, MS Teams); ability to do basic to technical troubleshooting in Zoom and other tools, and willingness to learn new technologies as needed
• Proficient with Google Suite (Gmail, Slides, Sheets, etc); able to create basic formulas, pivot tables, charts in Google Sheets and draft decks in Slides
• Able to be in-office in NYC HQ 2-3 times weekly
• Experience working with Board members, materials and communications a strong plus
• Willingness to travel on occasion as required
• Willing to provide after-hours support when required to address time sensitive requests
• Bachelor’s or Associate's degree preferred

Location

The BrainPOP team operates in a hybrid work environment: Each role has remote flexibility and an in-person component at our New York headquarters or other meeting locations. Based on the requirements of a specific role, we may prioritize hiring within a commutable distance of our New York headquarters or in another region relevant to that role.

We can employ individuals residing in the following approved hiring states*:

• Connecticut
• New Jersey
• New York

#LI-Hybrid