Executive Assistant to Director of Finance & Operations

POSITION STATEMENT

Executive Assistant to the Director of Finance and Operations

Start Date: March 2025 (12 month, year-round position) 

OVERVIEW

Brooklyn Friends School (BFS), a thriving Preschool-12 grade school located in vibrant Downtown Brooklyn, seeks an Executive Assistant to the Director of Finance and Operations (DFO)  within a dynamic community of colleagues (BFS uses the all-inclusive term, colleagues, to refer to all rather than one that delineates faculty/staff). Founded in 1867, Brooklyn Friends School’s pillars of social justice, service learning/civic engagement, and Quakerism, serve as guideposts for our action-oriented collective work. Our school’s history has been illustrious and reflective of the expansive nature of human experiences. Guided by our mission, BFS provides a dynamic, diverse, and robust social/emotional environment and academic program that cultivates compassionate, intellectually curious, and confident changemakers. As a school, we affirm that human diversity includes, but is not limited to: race, ethnicity, culture, national origin, religion, gender, gender identity and expression, sexual orientation, age, socioeconomic class, family structure and physical ability, as well as diversity of thought, talents, and learning style. Brooklyn Friends School does not discriminate based on these characteristics or any characteristic prohibited by law and provides reasonable accommodations to otherwise qualified colleagues and applicants. If you need an accommodation related to any part of the hiring process, please send an email to hiring@brooklynfriends.org.

This short video gives you a glimpse into our contemporary experience.

THE POSITION

Brooklyn Friends School seeks an experienced administrative professional to support the Director of Finance and Operations. The Executive Assistant to the DFO supports the daily functions of the Director of Finance and Operations by providing crucial administrative support, project management, and thought partnership for a dynamic, multifunctional operations office. This strategic position is the first face, voice, and impression of the DFO and, as such, must demonstrate professionalism, discretion and judgment around confidential matters, exercise courtesy, accuracy, and strive to maintain strong sense for customer service and a cooperative relationship with constituents of the school, external vendors, and visitors. This individual will perform a variety of administrative duties that require independent judgment, diplomacy, sensitivity, and strict confidentiality. 

Primary Responsibilities Include:

• Provide administrative support to the DFO, including:
• Manage the calendars for the DFO by prioritizing a strategic schedule of appointments with good judgment and discretion taking into account the robust day-to-day school calendar. This includes keeping the DFO on schedule throughout the day, scheduling meetings, distributing reminders, and ensuring that the DFO is prepared for meetings with relevant documents, materials, and has  the necessary protected planning time. 
• Track and schedule recurring 1:1 meetings, departmental team meetings, skip level meetings, etc.
• Prepare agendas and record notes for departmental meetings.
• Monitor and track incoming messages/requests, prioritizing critical information.
• Coordinate and facilitate timely responses to priority messages/requests by flagging and tracking them for the DFO. 
• Manage and respond to appropriate outreaches on behalf of the DFO.
• Manage the expense reconciliation for the DFO.
• Coordinate travel, hotel, and conference registrations for the DFO.
• Ability to independently research and complete projects and special requests as directed by the DFO.

• Plan and execute team building/culture carrying activities
• Maintain and organize all relevant information, files, and documents; create reports, and perform daily administrative tasks and other duties needed to support the DFO. 
• Serve as a welcoming, discrete, and effective representative of the DFO, which includes greeting guests, supporting the coordination of various vendors and business related external partners.
• Assist with special projects as assigned by the DFO.

Qualifications and Characteristics Sought:

The ideal candidate will have a positive approach and the ability to learn quickly. The individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. This is an ideal opportunity for an accomplished and motivated administrative professional who is detail-oriented and enjoys working collaboratively in a fast-paced environment. The Executive Assistant is a key partner within the Finance & Operations teams. The Executive Assistant must be highly organized and have the ability to think critically and offer solutions to problems with a high level of professionalism. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment.

Core Competencies: 

• Serve as a reliable and trusted partner with high integrity
• Excellent organizational skills with a keen eye for detail, impeccable follow-up skills, and the ability to manage multiple competing priorities
• Flexible, responsible, and resourceful, with strong time-management skills
• Ability to work independently and creatively within established guidelines
• Ability to think outside of the box with a sense of urgency
• Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts
• Efficiently support the goals of the school in a variety of unanticipated ways
• Ability to collaborate with colleagues and constituencies from across the school community
• Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously, and the ability to prioritize competing responsibilities to meet deadlines
• Commitment to working in and fostering an inclusive community
• Contribute positively to the overall morale of those within the institution.
• Ability to maintain confidentiality and use discretion
• Commitment to excellence - perform duties at the highest level possible on a consistent basis
• Professional demeanor, welcoming and hospitable disposition, sense of humor, and positive attitude
• Strong written and oral communications skills
• Ability and willingness to occasionally work outside of the workday or work week for special programs, events, and meetings is required
• Ability to work in a dynamic environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
• Ability to adeptly navigate issues of diversity, equity, and belonging with children and families of diverse identities and cultural backgrounds within an educational setting
• Expertise with technology to manage online databases and spreadsheets with an interest in exploring technological systems and possibilities for increased efficiency
• Bachelor’s degree required; master’s degree preferred 
• 3 years of C-suite administrative support experience preferred, or equivalent environment 
• Experience in independent schools preferred

Physical Requirements of the Job 

• Must be able to work in an office environment including prolonged periods of sitting and standing.
• Must be able to lift and carry up to 25 lbs.
• Must be able to stand, bend over, twist and reach to access file cabinets, bookshelves and navigate office and workstation spaces.
• Must be able to ambulate through a classroom setting, including walking up stairs.
• Must be able to lift and carry small children up to 40lbs in the case of emergency.

Union Status: Non-Union

Salary Range: $80,000 - $95,000

This salary range represents the expected annual salary range for this position. Ultimately, in determining your pay, we'll consider your education level, experience, and other job-related factors.

• Benefits: Colleagues may be eligible to participate in employment benefits including, but not limited to, health insurance, dental insurance, vision insurance. Benefits are subject to change at any time, and are subject to applicable plan documents.

To apply, please provide the following:

1. Cover letter addressed to Lisa Favata. Along with punctuating your interest and experience, your cover letter should also address how you feel that your professional journey aligns with our school’s Quaker values and pillars of social justice and civic engagement. 
2. Resume/Curriculum Vitae
3. List of three references (with emails, phone numbers, and relationship to you).
4. Optional: Any other documents or artifacts from your experience that you think represent you in an authentic manner. 
5. Completed online application.

Please email the above attachments (if possible as a single PDF) to hr@brooklynfriends.org. Please include Executive Assistant to the DFO in the subject line. Qualified candidates will be contacted after materials have been reviewed. 

Brooklyn Friends School COVID-19 Vaccination Policy:

We appreciate your interest in employment at Brooklyn Friends School. We would like to note that the School has a mandatory COVID-19 vaccination policy, which requires all faculty and staff to be fully vaccinated and provide proof of vaccination.