Executive & Personal Assistant to the CEO

About Smart City Kids

The mission of Smart City Kids (SCK) is to be a village for all things education related, whether working with families to define their priorities and identify the educational profile for their student or partnering with schools and other organizations in support of their mission-driven goals. Since its founding in 2001, SCK has successfully guided families with expertise and sensitivity through the complexities of applying to schools, from preschool through college. Additionally, SCK provides guidance for all areas of school operations including: admissions, school placement, organizational rebranding, marketing, strategic planning, communications, development, leadership transitions, and curricular initiatives. SCK also supports corporate clients by providing a broad range of education-related employee workshops and services. Alongside these services, SCK operates a tutoring company, Smart City Tutors (SCT), which provides both individual and school-based learning support for academic and test preparation needs.

About the Role

As SCK’s Executive & Personal Assistant, we look to you to take responsibility for a wide range of duties related to the seamless flow of the company operations and the management of the day-to-day business and personal needs of our CEO. This involves coordination with multiple people including clients, staff members, and external partners in order to manage the CEO’s priorities and workflow and to support their personal needs. The work is fast-paced and requires adjusting quickly and flexibly to accommodate unanticipated changes. A calm demeanor and a high level of organization and adaptability are essential to the job.

Communicating in an efficient and professional manner is also critical to the position, as you are often a primary point of contact for clients. In addition to managing the CEO’s operational, scheduling, and personal needs, you will also ensure that they are prepared for all meetings and events by providing documentation in advance, creating reports, keeping track of client needs, and researching new projects, business areas, schools, or other client-related services.

The ideal candidate will be highly motivated and efficient with an enthusiasm for learning and growth and an ability to manage a complex workflow effectively and calmly. Through working closely with SCK’s Founder and CEO, the role offers a strong opportunity for learning and professional growth.

Key Competencies

• Proactive, resourceful, and collaborative: You enjoy working with others but are also capable of acting with independence and self-direction. Whatever the challenge, you’ve got this!
• Detail oriented and highly organized: You’ve never met a system you didn’t want to improve and you get a rush of satisfaction once you’ve got everything in its place.
• Flexible, adaptable, and calm under pressure: You are known for being cool as a cucumber, even when others around you are stressed. Managing multiple tasks, unexpected changes, and competing priorities is a breeze!
• Attuned and action-oriented: You have an uncanny ability to anticipate people’s needs before they realize they have them. You love hearing the words, “How did you know?!”
• Excellent interpersonal and communication skills: You form relationships quickly, listen carefully, and speak with clarity. You relish the challenge of building rapport with new people.
• Curious, excited to learn, and open to feedback: You have a strong desire to learn and grow. When you’re met with a new task or topic, you can’t wait to dig in.
• Professionalism, discretion, and good judgment: You’re a pro. People feel at ease around you because they know you’ve got it all handled and they can trust you.

Duties & Responsibilities

Administrative

• Provide administrative support to the CEO and manage their executive and personal calendar
• Screen and direct incoming calls, emails, and inquiries with a focus on organization and personalized customer service
• Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions
• Organize and maintain client documentation, including meeting notes and client records
• Track and manage deadlines, ensuring the CEO is prepared and that their daily tasks are efficiently prioritized
• Coordinate aspects of the CEO’s day-to-day personal needs, including managing appointments, travel, and a range of personal and family tasks
• Support and manage the planning and execution of online and in-person company events
• Coordinate domestic and international travel as needed
• Handle confidential information with discretion and professionalism

Communication

• Communicate with clients in a highly professional and individualized manner
• Prepare and edit individual correspondence, corporate communications, presentations, and reports
• Manage all areas of the CEO’s daily communication needs, including client outreach as needed

Technical Skills

• Coordinate video and audio conference calls
• Create and maintain databases
• Fluency in Outlook, Microsoft Office, Google Suites, as well as CRM, marketing, and project management systems
• High level of comfort learning and administering new technology as the company incorporates additional tools and services

Qualifications

• 3+ years of Executive Assistant or Personal Assistant experience preferred
• Knowledge of technology systems listed above
• Associate degree or bachelor’s degree preferred but not required and depending on experience

Pay: $80,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person