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Executive Assistant

New York, NY (Hybrid)

For over two decades, BrainPOP has been trusted by educators and parents worldwide as a source of engaging and impactful learning experiences for all kids. With a presence in over two-thirds of U.S. districts through school and district subscriptions and an estimated annual reach of 25 million students, BrainPOP is empowering kids to take agency over their learning and excel in and out of the classroom. 

The company was acquired in 2022 by KIRKBI, the family-owned holding and investment company of the LEGO brand, marking a significant milestone as their first acquisition in the digital learning realm. We are thrilled to continue making learning fun and accessible with the strategic guidance and support of KIRKBI.

About the Role

BrainPOP is seeking an Executive Assistant to support our CEO and the Executive Team with day to day calendar management, administrative and organizational tasks, meeting preparation and follow up, as well as participate in special projects. This role requires impeccable communication, a proactive approach, critical thinking, problem solving and adaptability. The Executive Assistant will report to the Chief of Staff to the CEO, and will collaborate with company leadership and teams and stakeholders across the organization. 

BrainPOP is a hybrid work environment, and the Executive Assistant must be available to work onsite in our NYC HQ 2-3 days per week (or more often as needed).

Additionally, the Executive Assistant must be able to travel internationally 1-2 times per year, if needed, and be able to respond to time sensitive requests during off-hours when needed.

In this role, you will

  • Provide administrative and operational support to the CEO (50%) and Executive Team (50%)
  • Manage complex and dynamic calendars for CEO and Executive team, including meeting scheduling internally and externally, fielding requests, making adjustments, and managing relevant communications; proactively manage CEO’s time by prioritizing requests and critical meetings
  • Own updates to the Executive Team and Board meeting planning calendars
  • Coordinate with the Board’s Executive Assistants to ensure alignment and smooth execution on meeting scheduling, logistics and communication; develop strong working relationships with these collaborators
  • Coordinate travel arrangements, including flights, accommodations, and itineraries
  • Provide administrative and operational support to the CEO and Executive team to include expense reports, drafting meeting agendas, documenting meeting minutes and follow ups, slide deck support, and research
  • Greet in-office Executive guests, including customers and Board members, and ensure their needs are met; provide an exceptional on-site experience for visitors
  • Support logistics, planning and execution for Executive Team special events and offsite meetings
  • Perform ad-hoc administrative duties and special projects as assigned to support the CEO and the Executive Team 

You Are 

  • Demonstrate a high degree of personal accountability through reliability, accuracy, thoroughness, and follow through
  • Excellent verbal and written communicator; able to interact professionally internally and externally with executives, team members, the Board, and other stakeholders
  • Highly organized and efficient; able to prioritize time-sensitive or business critical goals and deadlines across multiple stakeholders
  • Able to operate with discretion and good judgment with respect to handling confidential information and any relevant decision making
  • A strong problem solver, able to discern and proactively address upcoming needs, and mitigate issues; brings forward and communicates possible solutions 
  • Composed and exhibit grace under pressure
  • A positive, collaborative team player who sees no task as too small or too big
  • Resourceful and comfortable with ambiguity; adaptable and able to pivot as needed

You will bring

  • 4+ years of experience as an Executive Assistant to C-level executives; experience supporting a CEO and multiple core executive stakeholders preferred
  • Demonstrated experience managing complex and dynamic calendars, meeting and travel itineraries and executing varied operational tasks
  • Experience managing projects from start to finish, collaborating with multiple stakeholders and owning project delivery
  • Proficient with systems and tools such as expense management, project management, video conferencing (our stack includes Asana, Zoom, Navan, MS Teams); ability to do basic to technical troubleshooting in Zoom and other tools, and willingness to learn new technologies as needed
  • Proficient with Google Suite (Gmail, Slides, Sheets, etc); able to create basic formulas, pivot tables, charts in Google Sheets and draft decks in Slides
  • Able to be in-office in NYC HQ 2-3 times weekly
  • Experience working with Board members, materials, and communications is a strong plus
  • Willingness to travel on occasion as required
  • Willing to provide after-hours support when required to address time-sensitive requests
  • Bachelor’s or Associate's degree preferred

Location

The BrainPOP team operates in a hybrid work environment: Each role has remote flexibility and an in-person component at our New York headquarters or other meeting locations. Based on the requirements of a specific role, we may prioritize hiring within a commutable distance of our New York headquarters or in another region relevant to that role.

We can employ individuals residing in the following approved hiring states*:

  • Connecticut
  • New Jersey
  • New York

 

#LI-Hybrid

 

We take a geo-neutral approach to compensation within the US, meaning that we pay based on job function and level, not location. We have competitive pay bands for all other countries based on market standards. Individual compensation decisions are based on a number of factors, including experience level, skill set, and balancing internal equity relative to peers at the company. Based on these factors, we expect most of the candidates offered roles at our company to fall healthily throughout the range. We recognize that the person we hire may be less experienced (or more senior) than this job description, as posted. If so, the updated salary range will be communicated to you as a candidate.

USA Pay Scale

$90,000 - $120,000 USD

Life at BrainPOP

At BrainPOP, our work directly impacts how teachers teach and students learn. They inspire us to build solutions that facilitate joy and meaningful learning outcomes. Our commitment to educators and kids is reflected in our dedication to the BrainPOP team: ensuring their experience is empowering, creative, collaborative, playful, and anchored in learning and growth.  

Our team is made up of educators, data scientists, published authors, engineers, artists, bakers, film buffs, cyclists, dual citizens, and so much more. We value diversity and inclusion, collaboration, and learning from multiple perspectives.

We believe that a diverse organization is a more effective organization. BrainPOP is an Equal Opportunity/Affirmative Action Employer.

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