Who we are?
Ethical Culture Fieldston School is a progressive PreK-12 independent school that has been serving students from throughout New York City and the surrounding suburbs since 1878. ECFS offers a rich curriculum in the arts, sciences, and humanities. A co-ed, nonsectarian school, it serves an inclusive community of about 1,700 students on two campuses -- one in the Riverdale section of the Bronx and the other in Manhattan.
What is essential about working at our school?
The Ethical Culture Fieldston School has a long history of inclusion and belonging deeply rooted in our mission and the educational philosophy of our founder, Felix Adler. We embrace all aspects of an individual, including their ancestry, family, identity, culture, and beliefs. We affirm both our differences and commonalities and strive to balance individuality and community. In keeping with our progressive tradition, we are dedicated to increasing our students’ cultural literacy to help them understand multiple perspectives and see the world beyond the self.
We expect members of our community to engage in open dialogue about living and learning in an inclusive environment inside and outside the classroom. We see this work, with its creative tensions, as a catalyst for individual and collective growth. On a daily basis, we are committed to making this vision of a democratic, pluralistic, and progressive school a reality.
Position Summary
We are seeking a proactive and highly organized Executive Assistant to support the Chief Executive Officer (CEO). The successful incumbent will be a seasoned assistant with the ability to expertly handle a variety of administrative tasks, including managing an extremely active calendar, completing expense reports, preparing meeting notes, and communicating to various School stakeholders.
This role will work primarily out of the Riverdale campus with regular weekly travel to the Manhattan campus.
The hiring range for this position is $75,000 to $90,000. When determining the salary for a position, ECFS considers factors including, but not limited to: the scope and responsibilities of the position, internal peer equity, key skills required for the role, the candidate’s work experience, education and training, as well as market and organizational considerations.
Please note that this is an onsite role and not performed remotely. Ethical Culture Fieldston School retains its right to modify job duties in accordance with changing operational needs.
Responsibilities
Specific responsibilities of the Executive Assistant will include:
Handling the Chief Executive Officer’s daily activities, including calendar and inbox management, visitor management, and preparation of meeting materials;
Representing the CEO to all visitors to his office in a professional and courteous manner;
Managing and communicating any important deadlines, conflicts, and sensitive issues to stakeholders as directed;
Tracking receipts and preparing monthly expense reports;
Prioritizing and screening phone calls, emails, and other inbound communications to ensure the CEO’s time is used effectively;
Coordinating with the Technology team, Dining Services, Facilities, and other departments to ensure proper coordination of meetings and related logistics, including food and drinks, room set-up, necessary hand-outs or documents, presentations, etc.;
Planning regular meetings with the ECFS Executive Leadership Council as a group, as well as individual 1:1 meetings with the CEO, including scheduling special events, retreats, and strategic initiatives as directed, and taking notes at group meetings;
Arranging appropriate travel for the CEO to and from meetings, events, and conferences as needed;
Providing backup support for the Board Relations Coordinator to cover vacations and busy seasons at the School;
Ordering office supplies and other materials to ensure appropriate levels are always maintained;
Assisting with the creation or preparation of presentations, spreadsheets, or other meeting documents;
Fostering positive relationships with team members and various stakeholders; and
Performing other related projects and duties as needed and assigned.
Position Requirements
The successful incumbent will possess:
A Bachelor’s degree with a minimum of 5-7 years of administrative experience supporting C-suite leaders;
Advanced proficiency in using Google Workspace and expense management tools (such as Concur);
Excellent verbal, written, and oral communication skills to effectively communicate initiatives, facilitate discussions, and liaise with various levels of stakeholders;
A high degree of organization, resourcefulness, and attention to detail;
The ability to collaborate and build strong relationships with faculty, administrators, and the overall School community to meet goals;
A strong ability to multitask and shift priorities without compromising the quality of work;
The ability to anticipate needs proactively, identify issues quickly, and problem solve accordingly, while remaining calm in stressful situations that may arise;
The ability to handle confidential materials with discretion while maintaining a high level of integrity;
A willingness to learn and embrace new ideas and procedures and a consistent initiative to help streamline processes and improve efficiencies;
The ability to manage a complex schedule several months ahead of time if needed;
A positive attitude and the ability to listen effectively and be receptive to feedback;
The ability to work collaboratively in group settings, as well as independently, to successfully complete tasks;
The ability to work outside of normal business hours as needed;
Reliability, punctuality, and consistent attendance; and
The ability to cultivate a welcoming culture in which all members of our community feel valued and appreciated.
To Apply
All candidates should visit our employment page at www.ecfs.org to apply. Please send a resume, and contact information for three references.
EEO
ECFS is an equal opportunity employer. We seek to be a welcoming community of professionals that broadly reflects the people of the metropolitan New York City area, our students, and families. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. We are committed to hiring practices that ensure all candidates are given fair consideration in alignment with our institutional mission and goals.
Equal Opportunity Employer, including disability/protected veterans
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