Part-Time Executive Assistant

Job Title: Part-Time Executive Assistant

Department: Administration

Reports To: Interim Executive Director, Darise JeanBaptiste

Location & Schedule: 24 hours per week; 8 hours per day/3 days per week during regular business hours as necessary. Hybrid schedule. Some evening meeting facilitation.

Compensation: $40-42/hr

About Mind-Builders

Located in the northeast Bronx, Mind-Builders Creative Arts Center provides music, dance, theater, and martial arts and fitness classes for close to 700 students each year. Group and private arts lessons provide study in modern/jazz, tap, ballet, hip-hop, and West African dance, piano/keyboard, guitar, bass, woodwinds, brass, percussion, and violin. Mind-Builders offers free programs for teens and young adults through the Positive Youth Troupe theater program and the Community Folk Culture internship program. The mission of Mind-Builders Creative Arts Center is to inspire the growth of youth, families and the community through arts and education programs while nurturing self-esteem, building character, and cultivating an appreciation of the diverse cultures within our community.

For more information and to read about our history, visit: http://www.mind-builders.org.

Summary

Mind-Builders seeks a highly organized, proactive Part-Time Executive Assistant to support the Executive Director and the Board of Directors. The Executive Assistant manages the Executive Director's calendar and correspondence, prepares briefing materials and meeting agendas, tracks commitments through completion, and maintains the organization's executive task-management system. The role also coordinates all Board, Committee, Co-Chair, and retreat logistics, compiles and quality-checks Board Book materials, takes and distributes meeting notes, and serves as point person for the Board management platform. Success in the position requires sound independent judgment, strong written and verbal communication, discretion with confidential information, and the ability to represent the executive office's priorities across teams.

The Executive Assistant will provide support primarily in two areas:

EXECUTIVE DIRECTOR: 

• Own the ED's calendar as a strategic tool, not a scheduling log--proactively resolve conflicts, protect time for priority work, and respond to all meeting requests.
• Anticipate what the ED needs to walk into any meeting prepared: brief the ED in advance with relevant background, open items, key stakeholder context, and a recommended point of view.
• Monitor incoming communications, decisions in progress, and organizational activity to surface what the ED must know and flag what can be handled without them.
• Draft and send correspondence on the ED's behalf with the judgment to know what needs the ED's voice versus what the EA can resolve independently.
• Track commitments the ED makes in meetings and conversations, and drive them to completion--following up with the ED and others until items are actually closed, not just logged.
• Own the follow-through system (Asana or equivalent) for executive-level tasks and projects: assign, track, escalate, and close out.
• Conduct first-level review of expense reports in Expensify and invoices in Bill.com and proactively flag items for the ED prior to final approval.
• Run meeting logistics end-to-end: agendas, materials, space (physical/virtual), notes, and action items.
• Partner with the ED on reports, presentations, and strategic materials.
• Represent the executive office's priorities and tone in cross-team communications, ensuring initiatives stay visible and on track even when the ED isn't in the room.
• Attend, as needed, professional development opportunities, events, and webinars on behalf of the ED and share notes, learnings, and action items.

BOARD OF DIRECTORS:

• Own the coordination of Board, Committee and Co-Chair meetings, and Board retreats--from scheduling and agenda-building through materials distribution, and meeting execution.
• Compile, review, and quality-check reports and materials for the Board Book, flagging gaps or inconsistencies before they reach the Board.
• Run meeting logistics (remote and in-person), including presentation navigation and accurate, action-oriented note-taking and timely distribution.
• Serve as the organization's point person for Board management software--meeting logistics, notifications, access, and document management--ensuring the platform is a reliable, current source of truth for the Board.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty/key responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, and/or competency required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Passion for youth development and arts education
• 2-3 years of professional experience
• Strong communication and writing skills.
• Knowledge of and aptitude for using online project management and scheduling software.
• Experience working with executive leadership and organizing and facilitating meetings.
• Analytical skills to interpret information and draw insights.
• Ability to think creatively and solve problems.
• Ability to work independently and collaboratively.
• Strong time management and organizational skills.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Familiar with project management systems (i.e. Asana, Monday.com, or equivalent system)