Executive Assistant

Job Type

Full Time




37 West 28th Street
New York
New York
United States


Position Description

Pencils of Promise (PoP) is seeking an exceptional leader to serve as Executive Assistant to the CEO. This leader will join a dynamic team and support POP’s vision in this pivotal year of growth.  The Executive Assistant provides administrative support to the CEO and office operations. The Executive Assistant will have specific responsibility in managing the CEO’s calendar; coordinating and gathering resources to ensure the CEO has advanced context and preparation for all internal and external meetings. The Executive Assistant also serves as the Executive and the Leadership Team’s primary logistical liaison within the larger organization and the broader external community. This position reports in directly to the CEO.


Administrative Support, Calendar & Travel Management

  • Manages the CEO’s calendar and master calendar for the organization; schedules and arranges all meetings and activities for the CEO; strategically manages scheduling conflicts, issues and unexpected changes
  • Coordinate and support organization of meetings, attending key meetings, preparing agendas, taking minutes and facilitating follow up by phone or email.
  • Coordinate visas for the CEO and other staff traveling internationally
  • Ensures discretion and confidentiality regarding the CEO and Leadership Team’s calendar
  • Handles all travel arrangements for the CEO and Leadership Team members
  • Maintains clean and organized contact records for the CEO’s contacts in Salesforce
  • Serve as a positive core team player of the organization, working alongside the Leadership and Operations team

Research, Documentation Development & Expense Reporting

  • Independently develops daily narrative to inform CEO and Leadership Team of new and pending decision-making and required actions, questions, notes, requests, feedback, etc.
  • Conducts research in response to requests for presentations, internal and external meetings, and partnerships
  • Tracks, reviews and submits all CEO related expenses and reimbursements on a weekly-basis

Board Support

  • Responsible for interfacing with all Pencils of Promise Board Members; serves as the liaison for the office of the CEO.

  • Develop all board related materials for both board meetings and committee meetings; will coordinate with other teams to develop necessary documents and presentations
  • Responsible for follow-up after all board meetings and circulating minutes
  • Coordinates calendars and schedules in support of active board involvement; manages the master yearly calendar  

Meeting Management & Support

  • Identifies meeting space, conference lines, and handles all calendar and logistics activities for in-person meetings
  • Manages coordination and scheduling of internal and external meetings; frequently interacts with other staff and teams to coordinate and plan logistics for calls
  • Provides additional logistical support (on-site/remotely), as requested by CEO in support of the Leadership Team and Operations Team
  • Support on logistics and execution of special events

Office Management & Administration

  • Develops reports, presentations and tracking tools in MS Excel, PowerPoint, and Word
  • Monitor office supplies and place orders as need; monitors merchandise and inventory
  • Maintain the office; oversee an organized office and assist in-office events, fostering office culture and enrichment programs; partners with Operations Team
  • Handles general office needs such as answering phones, making copies, filing, mailing documents; liaise and communicates with internal departments as needed to resolve all inquiries
  • Completes other administrative duties as requested


  • Passionate commitment to global education, and PoP’s mission, core beliefs, and values
  • Experience handling ever-changing schedules while ensuring that all critical meetings, appointments and work is rescheduled within a reasonable time frame
  • Strong multi-tasker with the ability to meet deadlines
  • Ability to work in dynamic, fast paced environment
  • Flexibility is a must, growth mindset an necessity, including the ability to occasionally provide evening support for projects and travel emergencies
  • Possess a high degree of professionalism, tact, initiative, and diplomacy and be able to manage confidential and sensitive information, and individuals, with discretion
  • Strong team player
  • Extremely organized with extraordinary attention to detail
  • Excellent communication skills written/oral
  • Fluency in all Microsoft Office applications; experience with Salesforce a plus


Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Please apply on our website by submitting your cover letter and resume here:https://pencilsofpromise.org/about/jobs/