Executive Administrative Assistant

Job Description

Job Description

Executive Assistant to the Chief Program Officer

Location : Woodside, New York City

Reports To : Chief Program Officer

Employment Type : Full-Time, Hybrid (3 days in person, with frequent travel to school sites both mornings and afternoons).

Salary : $65K - $70K

ABOUT US

New York Edge (NYE) is the largest provider of school-based afterschool and summer programming in New York City, serving thousands of students annually across all five boroughs and Long Island. Our mission is to help young people discover their potential by providing programs that support academic achievement, social-emotional development, and leadership growth. Through deep partnerships with schools, communities, and city agencies, we deliver high-quality experiences that address the needs of the whole child and build pathways to lifelong success.

NYE also serves as a leading Community-Based Organization (CBO) in the NYC Community Schools initiative, partnering with school leadership to coordinate integrated supports such as expanded learning, family engagement, and wellness services to ensure students and families have access to comprehensive school-based resources.

Position Summary

We are seeking a highly skilled and dynamic Executive Assistant to support the Chief Program Officer (CPO). This position is ideal for an experienced professional who thrives in a fast-paced environment, demonstrates exceptional judgment, and serves as a trusted partner to the CPO and Program Leadership Team.

The Executive Assistant will provide executive-level administrative, operational, and project management support, leveraging advanced technical proficiency in tools such as Excel, PowerPoint, Smartsheet, Canva, ADP, and Salesforce. The role also involves coordinating special projects and organizational initiatives, managing communications, and supporting key events that advance NYE’s mission.

This individual must exercise the highest level of discretion, confidentiality, and professionalism while managing sensitive information and representing the CPO’s office internally and externally.

Key Responsibilities

Deliver comprehensive executive and operational support to the CPO, including calendar and meeting management, coordination of special projects, and oversight of daily administrative functions such as inbox triage, correspondence, invoice processing, and expense tracking.

Prepare high-quality reports, dashboards, and presentations using Excel, PowerPoint, Smartsheet, and Canva.

Create, distribute, and analyze surveys and data reports to support informed decision-making and continuous improvement in program operations.

Support workforce processes through ADP, including bimonthly payroll preparation and approval.

Serve as a central communication link between the CPO’s office, program leadership, internal teams, and external stakeholders, ensuring alignment and timely follow-up on priorities.

Maintain and enhance filing systems (digital and paper), ensuring accuracy, compliance, and efficient recordkeeping.

Conduct site visits and audits, independently or with leadership team members, to ensure quality, compliance, and operational excellence.

Facilitate the tracking and financial management of discretionary and other one-off awards in collaboration with the CPO, Finance, and Program teams.

Manage centralized vendor contracting and purchasing for all sites during summer operations.

Provide administrative and logistical support for major events, staff trainings, and organizational meetings, including planning, materials preparation, and on-site coordination; occasional evening or weekend availability required.

Support HR functions within the Program Department, including hosting virtual trainings and maintaining attendance records; handling sensitive staff data (employment records, evaluations, and merit / bonus letters); and assisting with recruitment of high-level candidates.

Liaise with the offices of the CEO, COO, CFO, and other departments to facilitate cross-functional initiatives and assist with high-impact organizational projects.

Monitor project timelines and deliverables, ensuring the CPO and leadership team are informed of key milestones and deadlines.

Draft and edit correspondence, internal memos, and external communications on behalf of the CPO with clarity and professionalism.

Anticipate the CPO’s needs and proactively address challenges to ensure operational efficiency and strong executive support.

Qualifications (Required)

Bachelor’s degree required; minimum of 5 years of progressively responsible experience as an Executive Assistant or in a similar high-level administrative role.

Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word), Google Workspace, Smartsheet, Canva, ADP, Zoom, and Salesforce.

Proven ability to design and analyze surveys and present findings in clear, actionable formats.

Exceptional organizational and project management skills, with the ability to manage multiple priorities under tight deadlines.

Strong written and verbal communication skills, including proofreading and editing.

Demonstrated discretion and sound judgment in handling sensitive and confidential information.

Proactive, solutions-oriented professional with a collaborative and adaptable demeanor.

Ability to work independently while maintaining a team-oriented, service-focused approach.

Commitment to the mission, vision, and values of New York Edge.

Additional Requirements

Travel to program sites across NYC for visits and audits is required.

Occasional evening and Saturday work required.

Successful clearance through the NYC Department of Education’s safety and security process at time of hire.

How to Apply

Interested candidates should submit a resume and cover letter detailing their qualifications and interest in the position.

New York Edge is an Equal Opportunity / Affirmative Action Employer. We strongly encourage applications from candidates of all backgrounds and experiences.