Executive Assistant to the CEO

Executive Assistant to the CEO

Start Date:  May 2024

Employment Type: This is a full-time exempt position

Location:  Bronx, NY (hybrid).  

• In person on Mondays, Tuesdays, Thursdays, and Fridays from 9:00-5:00pm
• Remote on Wednesdays 

Reports to:  Chief Executive Officer, Jerelyn Rodriguez 

General Overview:

The Knowledge House’s mission is to empower and sustain a talent pipeline of technologists, entrepreneurs, and digital leaders, who will lift their communities out of poverty.

The Knowledge House (TKH) approach is to (1) close gaps in the education­-to-­employment pipeline in underserved communities in the Bronx NY, Newark NJ, Atlanta GA, and Los Angeles CA, neighborhoods by teaching youth and young adults the skills needed to launch careers or ventures in technology, and (2) support links between local youth, tech innovation, and business development that bring positive community impact. 

Headquartered in the South Bronx, TKH has served more than 2,250 students since 2014. Current core programs include our Innovation Fellowship focused on software engineering, cybersecurity, and digital design for adult job trainees, and our Karim Kharbouch Coding Fellowship for high school students learning computational thinking and web design. 

TKH team members value the opportunity to: apply their skills while giving back to low-income youth and other underrepresented communities; lead innovation in the emerging tech movement in the Bronx, Newark, Atlanta, and Los Angeles; and join a scaling nonprofit where every team member is expected to contribute to strategy, create solutions and helps shape improve organizational culture.

Role Overview

The Executive Assistant to the CEO is responsible for coordinating operations of the CEO and the TKH Bronx Office. They are responsible for identifying and managing critical issues requiring immediate attention and ensuring  effective day-to-day operations of the CEO.  The Executive Assistant plans and executes special events and designs solutions, manages, and follows-up on special projects. A successful executive assistant will provide and maintain a high level of customer service and satisfaction.

Operations of the CEO (60%)

• Coordinate and manage the CEO’s calendars, daily scheduling, travel arrangements,  expense reports, and booking of meeting space to ensure that her time is effectively leveraged
• Work integrally with the CEO, supporting her in the planning, material preparation, execution, and follow up for all meetings and events
• Check-in with CEO at the beginning of the week to align on calendar, email and meeting follow-ups, admin tasks, and deadlines; ensure all communication and deliverables to approve receives timely follow up
• Draft confidential correspondence, edit documents, take meeting minutes and perform other administrative duties; to include presentations and board material
• Partner with marketing and communications team to manage CEO’s social media to amplify her presence
• Develop relationships with key stakeholders within and outside of TKH, representing the office of the CEO with professionalism and knowledge
• Partner with development team to monitor cultivation and relationship building with funding prospects, updating the CEO’s stewardship dashboard and tracking their increased likelihood to give
• Plan and execute special events
• Perform other duties, as needed

National Office Operations (40%)

• Ensure there is a high bar for the overall aesthetic of the TKH space and serve as a partner to support the systems and structures that lend to a strong administrative backbone at the NY office
• Manage our NY office technology inventory and lead technology set-up and implementation for all staff in-person and hybrid meetings 
• Liaise with IT and the operations team to support staff and students as they drop-off and pick up technology equipment 
• Supervise office and reception, ensuring all students and alumni sign in, greeting guests, collecting deliveries, and monitoring office open and shutdown times. 
• Manage all local office administrative duties, including but not limited to managing the phones, handling mail and packages, taking out the recycling and garbage, tracking and restocking kitchen and office supplies
• Serves as a liaison between TKH and facilities vendors, including cleaning, superintendent, and IT
• Responsible for the logistics of all office events (FAM, department meetings, retreats, and external events), including but not limited to booking space, setting up and breaking down spaces, ordering materials and food, etc.
• Manage and monitor the reporting of in-office attendance through Envoy and manage guests or visitors in the space 
• Support with execution of Fun Fridays
• Escalate any facility maintenance issues
• Coordinate Travel for all staff
• Assists the Fiscal Manager in overseeing an inventory of office supplies, equipment and IT and working with the Office Manager to track use of office equipment and supplies
• Onboard new employees on to office norms, policies, and org culture activities, as requested
• Support and sometimes lead org culture activities and execute a schedule of office decorating, bonding and social activities, PD events, and staff retreats
• Support with logistics of C-suite activities (e.g. ordering food, setting up for department meetings, etc.)
• Perform other duties, as needed

Qualifications

• Relevant administrative experience preferred
• Mastery of Google Suite
• Social media savviness and understanding of TKH’s landscape
• Clear, concise, and accurate written and oral communication skills
• Demonstrated integrity and discretion
• High attention to detail, with the ability to multi-task in a fast-paced environment with a sense of urgency, and accuracy 
• Exceptional organizational and time management skills; ability to set and achieve priorities while working with multiple team members and competing priorities
• Strong partnering, rapport-building, and relationship management skill across a wide range of stakeholders
• High bar for excellence and ability to thrive in a fast-paced, high-change organization
• Strong belief in the mission and values of TKH

Compensation

• $55,000-$65,000/year salary.  New hires are typically brought into the organization at a salary closer to the start of the range depending on qualifications, internal equity, and the budgeted amount for the role. 
• Competitive health, dental, and vision insurance
• 2% 401k match
• A monthly tech stipend of $100
• Unlimited days of paid time off

How to Apply

Click on “apply” to submit your resume and cover letter (required). In your cover letter please include an answer to the following question:  

1. How did you hear about the role?
2. What is the earliest date you could start in this role? 
3. What are your salary requirements for this role?
4. How do your skills and qualifications meet the position requirements?
5. Describe the role that you’ve had that is most similar to the Executive Assistant to the CEO role. Why was that role similar, and what did you accomplish?

It is the policy of The Knowledge House, Inc. to promote and provide equal employment opportunity without discrimination based on age, race, creed, color, national origin, gender, sexual orientation, disability, marital status, Veteran status, genetic predisposition, or carrier status.

• $55,000-$65,000/year salary.  New hires are typically brought into the organization at a salary closer to the start of the range depending on qualifications, internal equity, and the budgeted amount for the role. 
• Competitive health, dental, and vision insurance
• 2% 401k match
• A monthly tech stipend of $100
• Unlimited days of paid time off