We are a small, established firm in the field of educational consulting, located in downtown Manhattan. Our principal is high profile in the NYC education arena, and she leads a team of 3 staff and 1 intern who work collaboratively to support the firm’s clients. Each staff member works with a dedicated set of clients, provides administrative support for the firm and for the personal needs of the principal and her family. You would be a key member of that support team.
This is a demanding role with an intense and fast pace (think Wall Street trader). The tasks are moderately challenging, but the pace is intense. The work day passes quickly. No two days are the same. Our work is seasonal, and during high season, each day is dynamic and filled with unexpected demands. We work as a team, supporting each other and helping out other members when we can and as needed.
This position offers a starting salary of $80,000 with a guaranteed salary increase of $5,000 in year 2 and a guaranteed 2% annual increase in year 3 and after.
We also offer 2 weeks of paid vacation, 5 days of paid leave (with double pay for unused days), 5 days of unpaid leave, and 9 paid federal holiday dates. We do not offer health benefits.
Responsibilities:
Financial
- Daily bookkeeping with Quickbooks
- Light and occasional use of Excel spreadsheets
- Client billing (often involves monitoring principal’s calendar)
- Collections (firm, friendly calls to ensure payment)
- Interfacing with payroll company
- Paying bills for firm and for principal’s personal accounts
Supporting personal needs of principal and her family
- Supporting travel and travel agent
- Running personal errands (in Manhattan only)
- Scheduling personal appointments (salon, doctor, etc.)
- Arranging activities for principal’s child (camp, enrichment etc)
- Paying personal bills for principal and her family
Administrative
- Collaborating and coordinating with 3 other employees (2 full-time and one intern)
- Sharing in supervision, training and mentorship of intern
- Tracking all employee time and ensuring compliance with work schedule, vacation and sick days
- Managing clients (communication, appointments, deadlines, follow-up)
- Conducting new client intake
- Interface with schools and other institutions on firm’s behalf
- Creating and ensuring accuracy and execution of client contracts
- Helping relocating client families with helpful resources
- Managing and responding to emails (same day)
- Managing multiple calendars and appointments (personal and work-related)
- Maintaining work log (for billing) w time spent per client
- Answering phones, taking messages and answering light questions
- Drafting and sending mass emails
- Managing files
- Faxing and scanning
- Interfacing with IT support
- Managing office supplies (inventory, ordering)
- Running errands (Manhattan only)
Work Schedule:
High Season (August - February)
Monday - Friday
9am-6pm
Must work 1 Saturday in the Fall.
Low Season (March - July)
Monday - Friday
9am-5pm
Year Round
Always willing to reply to all work-related emails quickly in the evenings and over weekends, except when on vacation.
30-minute unpaid lunch breaks or a paid “working lunch”
Vacation
2 weeks of paid vacation
- 1 week mid February - mid-August
- 1 week during Christmas week or New Year’s week
- Absolutely NO vacations allowed during high season (mid-August - mid-February)
- All vacation days expire on December 31st of that year
Paid and Unpaid Leave
5 paid leave days and 5 unpaid leave days per year
- At end of year (December), we pay you double a day’s pay for each day of paid leave you do not use.
- Eg, if you are earning $50,000, your leave day is worth $137 per day. If you use it, you are not paid. If you do not use it, you will be paid $274 for that day in December of that year
- All leave days expire on December 31st of each year
Federal holidays
We are closed, and you are paid, on these federal holidays:
- New Year’s Day and the following day
- Memorial Day
- July 4th
- Labor Day
- Thanksgiving Day and the following day
- Christmas Day (December 25) and the following day
Total paid federal holidays: 9
We are closed, and you are not paid (unless part of your vacation time or pre-approved as paid leave) on these federal holidays:
- MLK Day (January)*
- President’s Day (February)*
- Juneteenth (June)
- Columbus Day (October)*
- Veterans Day (November)*
*High season. No vacation permitted on these dates. You may choose 3 of these options for single-day paid leave with no less than 30 days advanced written notice and written approval.
Salary
$80,000 plus $5,000 automatic salary increase in Y2 and guaranteed 2% annual increase thereafter plus double pay for up to 5 unused paid leave days.
You
- Warm, kind, empathetic and collaborative.
- Confident. A leader. You enjoy setting high standards for your team.
- Diplomatic and not afraid to address conflicts in a constructive but decisive way.
- Polished and professional when appropriate.
- Love fast pace (think Wall Street trader)
- Highly organized and can manage a lot of information coming at you all at once
- Self-driven and do what needs to be done without waiting to be asked
- Team spirit
- Everyone answers phones, handles office tasks and supports the principal
- You offer to help a team member if you have time
- You love the idea of a team working lunch as a way to bond and mobilize
- Strong professional English grammar (spoken and written)
- Bonus if you are native Spanish or Mandarin speaker
Required:
- Quickbooks proficiency
- Exceptional spoken and written English grammar
- Warm, friendly, empathetic and collaborative mindset
- Advanced organizational skills
- Confidence and diplomacy in resolving conflict
Priority consideration given for:
- Experience in private schools administration or admissions
- Fluency in Spanish or Mandarin
- Experience in business operation, office management, client relations and/or customer service
We look forward to meeting you!
Job Type: Full-time
Pay: $80,000.00 per year
Benefits:
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person