Executive Assistant & Office Coordinator (Temporary) at BrainPOP

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Mar, 26

Salary

45.0

Posted On

18 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Office Coordination, Calendar Management, Travel Coordination, Communication, Problem Solving, Project Management, Customer Service, Attention to Detail, Proactivity, Team Collaboration, Technical Troubleshooting, Google Suite, Vendor Management, Event Planning, Confidentiality

Industry

E-Learning Providers

Description

For over two decades, BrainPOP has been trusted by educators and parents worldwide as a source of engaging and impactful learning experiences for all kids. With a presence in over two-thirds of U.S. districts through school and district subscriptions and an estimated annual reach of 25 million students, BrainPOP is empowering kids to take agency over their learning and excel in and out of the classroom. The company was acquired in 2022 by KIRKBI, the family-owned holding and investment company of the LEGO brand, marking a significant milestone as their first acquisition in the digital learning realm. We are thrilled to continue making learning fun and accessible with the strategic guidance and support of KIRKBI. About the Role The Executive Assistant / Office Coordinator will provide executive operational support to BrainPOP’s CEO, and manage the daily operations of our NYC HQ office. This role is essential to ensuring our CEO’s time is optimized, and to maintaining an organized and engaging office environment. The ideal candidate has experience working hand in glove with an executive to enable strategic use of their time, and experience in office coordination or office management. The Executive Assistant is highly organized, proactive, analytical and thrives in a fast paced environment. This role is a temporary position - 40 hours per week for 3 months - with the possibility of extension or conversion to full time. This role will be based in our NYC HQ and will spend a minimum of 3 days in the office weekly (required), and up to 5 days in the office some weeks based on business needs. The compensation range is $35.00 - $45.00 per hour. In This Role You Will CEO Support: Provide administrative and operational support to the CEO. Manage complex and dynamic calendar for CEO, 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 while also preserving focus time. Own updates to the Executive Team calendar and Board meeting planning calendars. Reserve and set up conference spaces for CEO’s onsite meetings, ensuring technology and all necessary supplies are ready and available. Coordinate CEO’s travel arrangements, including flights, accommodations, and itineraries and filing expense reports. Support logistics, planning and execution for Board meetings, Executive Team onsites/offsites and Quarterly Business Reviews. Greet CEO’s in office guests, including customers, board members, and executive role candidates, and ensure their needs are met; provide an exceptional on-site experience for VIP visitors. Coordinate executive team celebration and recognition moments (birthdays, anniversaries, milestones). Support executive and board member onboarding/ offboarding processes. Field requests and manage communications with internal and external parties. NY Office Operations: Support day to day office operations to ensure optimal efficiency, organization and an excellent employee and guest experience; work in partnership with the Chief People Officer, People team, and office support attendant via vendor. Partner with the office & events staff on the following: Manage a part time office support attendant via an external vendor. Direct the attendant on tasks to maintain a clean, organized, well stocked (supplies and kitchen snack/amenities) and functional office environment. Provide support to People team on coordination and smooth execution of NY Office social events, Dept of Education meetings, and team onsites. Post internal communications via NY-Office Slack Channel as requested Ensure weekly NY Office walk throughs are completed and action is taken on follow-ups Distribute incoming and outgoing mail, packages, and deliveries. Maintain and manage relationships with office vendors, service providers, and building management; serve as in-person point person to manage repairs and service needs. Greet visitors and be the first point of contact for all office-related inquiries internally and externally. You Are Solution-oriented; leverage technology and AI tools or automation to optimize time. Exceptionally attentive to detail, highly organized, and excellent follow though. A self-starter; proactive with the ability to anticipate needs. Able to manage multiple tasks and projects simultaneously; prioritize to ensure alignment to business needs and deadlines. A clear and concise communicator both verbally and in writing. Team-oriented but comfortable working independently and taking ownership to drive projects through to completion. Customer service focused with a can-do attitude; take pride in being a positive, helpful presence around the office (and virtually). Attentive to ensuring the highest confidentiality. On Your Resume 4+ years of experience as an Executive Assistant to a C-level executive; experience with office coordination or management. Bachelor’s degree preferred. Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks. Experience participating in and managing small to medium sized projects from start to finish, collaborating with multiple stakeholders and owning project delivery when needed. Proficient with systems and tools such as expense management, project management, video conferencing (our stack includes Zoom, Navan, Asana). Ability to do basic 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. Experience managing office vendors and negotiating and partnering with external venues and providers for events. Able to be in-office in NYC HQ 3-5 times weekly. Willingness to travel on occasion as required. Willing to provide after-hours support when required to address time sensitive requests. 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: Arizona California Connecticut Florida Georgia Illinois Massachusetts Minnesota Missouri New Jersey New York North Carolina Ohio Oregon Pennsylvania Tennessee Texas #LI-DNI #LI-Hybrid We take a geo-neutral approach to compensation within the US, meaning that we pay based on job function and level, not location. We have competitive pay bands for all other countries based on market standards. Individual compensation decisions are based on a number of factors, including experience level, skill set, and balancing internal equity relative to peers at the company. Based on these factors, we expect most of the candidates offered roles at our company to fall healthily throughout the range. We recognize that the person we hire may be less experienced (or more senior) than this job description, as posted. If so, the updated salary range will be communicated to you as a candidate. USA Pay Scale $35—$45 USD Life at BrainPOP At BrainPOP, our work directly impacts how teachers teach and students learn. They inspire us to build solutions that facilitate joy and meaningful learning outcomes. Our commitment to educators and kids is reflected in our dedication to the BrainPOP team: ensuring their experience is empowering, creative, collaborative, playful, and anchored in learning and growth. Our team is made up of educators, data scientists, published authors, engineers, artists, bakers, film buffs, cyclists, dual citizens, and so much more. We value diversity and inclusion, collaboration, and learning from multiple perspectives. We believe that a diverse organization is a more effective organization. BrainPOP is an Equal Opportunity/Affirmative Action Employer. NOTICE: We have become aware of various fraudulent websites and third parties impersonating our company and offering false job opportunities. These offers are not affiliated with BrainPOP and are considered part of an unlawful recruitment scam. To ensure your safety and protect your personal information we strongly recommend that you only apply for positions through the official BrainPOP website or BrainPOP's official LinkedIn page. If you receive any job offers or communications that do not originate from this page or our official e-mail domain brainpop.com, please treat them as suspicious and do not engage or provide any personal information. For any questions or to report suspicious activity, please contact us directly at legal@brainpop.com. While we have reported this general fraud to the authorities, you can report this fraud on your own behalf to the Federal Trade Commission (https://reportfraud.ftc.gov/) and the Federal Bureau of Investigation’ s Internet Crime Complaint Center (https://www.ic3.gov/).

Responsibilities

The Executive Assistant / Office Coordinator will provide operational support to the CEO and manage daily office operations. This includes managing the CEO's calendar, coordinating travel, and ensuring an organized office environment.