Job Description

Admin Assistant to the CEO | New York, NY · $80,000–$100,000

About the Role This is the CEO's right hand across multiple businesses simultaneously — facilities, vendors, recruiting, insurance, grants, billing, marketing accountability, and more. You take the CEO's intent and turn it into completed work. What holds it all together is judgment, follow-through, and the ability to figure things out without being walked through them.

Key Responsibilities

Facilities & Maintenance

• Own maintenance issues across every site end-to-end — from the moment it's flagged to the moment it's fixed and logged
• Walk centers and sites regularly to catch issues before they become complaints
• Coordinate routine schedules: HVAC, deep cleaning, pest control, fire inspections, and more
• Set up new spaces: order furniture, schedule deliveries, prep classrooms and offices

Vendor Management

• Source, vet, and onboard cleaning crews and recurring vendors — get quotes, check references, run trials, present recommendations
• Maintain a vendor directory used as the single source of truth across all sites
• Run price comparisons and track spend by vendor and category

Operations & Admin Support

• Track every CEO-assigned project across every business to completion with visible status
• Build and maintain Google Sheets trackers, KPI scorecards, and admin tools
• Calendar coordination, meeting scheduling, and follow-up notes
• Surface open billing items — unpaid invoices, tuition arrears — weekly to the CEO with status and next steps

Insurance & Grants

• Submit documentation for insurance requotes and grant reimbursements across all entities
• Maintain a calendar of renewal dates so requotes start early, never last-minute
• Coordinate with grant writers on deadlines, applications, and reporting requirements

Recruiting Support

• Post job ads, sift resumes against defined criteria, and build shortlists for hiring managers
• Schedule interviews and maintain a tracker of open roles and candidates in flight

Director & Manager Enablement

• Set up Regional Directors and site managers with the reports and dashboards they need
• Train new secretaries on phones, intake systems, and front-desk SOPs
• Hold the marketing team accountable on deliverables, deadlines, and campaign strategy

Qualifications

• 2+ years in an admin, executive assistant, operations coordinator, or office manager role
• Driven, punctual, organized, detail-oriented — takes full ownership and closes loops
• Strong written and verbal communication skills
• Comfortable in Google Workspace (Sheets, Docs, Calendar, Gmail); quick to learn new tools
• Valid driver's license and reliable transportation — this role floats across multiple sites
• Experience in childcare, education, healthcare, or a multi-site service business is a strong plus
• Vendor management, facilities coordination, insurance paperwork, or grant reimbursement experience is a strong plus

Interested? Send your resume to: Sapo@bhirednyc.com