- Salary
- $80k – $100k
- Location
- Brooklyn, New York
- Type
- Full-time
- Department
- Administration
- Education
- Master
- Source
- RecruiterFlow
Description
Admin Assistant to the CEO | New York, NY · $80,000–$100,000
About the Role This is the CEO's right hand across multiple businesses simultaneously — facilities, vendors, recruiting, insurance, grants, billing, marketing accountability, and more. You take the CEO's intent and turn it into completed work. What holds it all together is judgment, follow-through, and the ability to figure things out without being walked through them.
Key Responsibilities
Facilities & Maintenance
- Own maintenance issues across every site end-to-end — from the moment it's flagged to the moment it's fixed and logged
- Walk centers and sites regularly to catch issues before they become complaints
- Coordinate routine schedules: HVAC, deep cleaning, pest control, fire inspections, and more
- Set up new spaces: order furniture, schedule deliveries, prep classrooms and offices
Vendor Management
- Source, vet, and onboard cleaning crews and recurring vendors — get quotes, check references, run trials, present recommendations
- Maintain a vendor directory used as the single source of truth across all sites
- Run price comparisons and track spend by vendor and category
Operations & Admin Support
- Track every CEO-assigned project across every business to completion with visible status
- Build and maintain Google Sheets trackers, KPI scorecards, and admin tools
- Calendar coordination, meeting scheduling, and follow-up notes
- Surface open billing items — unpaid invoices, tuition arrears — weekly to the CEO with status and next steps
Insurance & Grants
- Submit documentation for insurance requotes and grant reimbursements across all entities
- Maintain a calendar of renewal dates so requotes start early, never last-minute
- Coordinate with grant writers on deadlines, applications, and reporting requirements
Recruiting Support
- Post job ads, sift resumes against defined criteria, and build shortlists for hiring managers
- Schedule interviews and maintain a tracker of open roles and candidates in flight
Director & Manager Enablement
- Set up Regional Directors and site managers with the reports and dashboards they need
- Train new secretaries on phones, intake systems, and front-desk SOPs
- Hold the marketing team accountable on deliverables, deadlines, and campaign strategy
Qualifications
- 2+ years in an admin, executive assistant, operations coordinator, or office manager role
- Driven, punctual, organized, detail-oriented — takes full ownership and closes loops
- Strong written and verbal communication skills
- Comfortable in Google Workspace (Sheets, Docs, Calendar, Gmail); quick to learn new tools
- Valid driver's license and reliable transportation — this role floats across multiple sites
- Experience in childcare, education, healthcare, or a multi-site service business is a strong plus
- Vendor management, facilities coordination, insurance paperwork, or grant reimbursement experience is a strong plus
Interested? Send your resume to: [email protected]
Skills
HVAC
