Personal Assistant

Nestled just steps from the Brooklyn Museum, Brooklyn Botanic Garden, Prospect Park, and Grand Army Plaza, Polly's is more than a neighborhood café. It's a place to slow down, settle in, and feel at home.

Polly's is named after our founder Terrie's mom, Polly, whose home was always filled with warmth, generosity, and the simple joy of gathering around good food. That feeling became the inspiration for everything we've built. We wanted to create a third space where everyone feels genuinely welcome, whether you're stopping in for your morning coffee, meeting a friend, working for a few hours, or simply taking a moment for yourself.

Bringing Polly's to life took years of grit, grind and guts. Every corner of the café reflects countless early mornings, late nights, difficult decisions, and an unwavering belief that hospitality can create community. We're incredibly proud to have built a place that feels humble, inviting, and deeply rooted in Brooklyn.

Our coffee is just as intentional. We spent nearly three years dialing our signature house blend, dialing in a cup that's balanced, approachable, and brewed with the same care we put into everything we serve.

Every pastry and baked good arrives fresh each morning from our sister bakery, Ouma Bakery in Prospect Lefferts Gardens, where our team bakes everything from scratch using thoughtful ingredients and timeless techniques.

Whether you're here for a perfectly crafted flat white, a flaky pastry, a leisurely brunch, or simply a comfortable place to spend your afternoon, we're grateful you've chosen to spend part of your day with us.

Welcome home. We can't wait to serve you.

Job Overview

We are seeking a dynamic and highly organized Personal Assistant to provide exceptional administrative and operational support to senior executives. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and facilitating internal and external communications. The ideal candidate will demonstrate proactive problem-solving skills, technical proficiency, and a keen eye for detail, all while maintaining confidentiality and professionalism. Join us to be a key contributor in a fast-paced environment where your organizational talents will truly shine!

Responsibilities

• Manage and coordinate executive calendars, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Provide comprehensive administrative support such as typing correspondence, transcribing notes, data entry, filing, and managing office documentation with precision.
• Organize and facilitate events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled seamlessly.
• Handle internal communication efficiently by managing multi-line phone systems, email correspondence, and video conferencing software to keep stakeholders informed and connected.
• Support bookkeeping activities using QuickBooks or similar software, including invoicing, expense tracking, and basic bookkeeping tasks.
• Assist with project coordination by tracking deadlines, preparing reports, and collaborating with teams to ensure project milestones are met on time.
• Maintain confidentiality when handling sensitive information related to business operations or personal matters of executives.

Experience

• Proven experience as a Personal Assistant or Executive Assistant supporting C-suite or senior management teams in a fast-paced office environment.
• Demonstrated expertise in office management tasks such as filing systems, data entry, and customer service.
• Strong proficiency with productivity software including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and video conferencing tools like Zoom or Microsoft Teams.
• Skilled in event planning, project management methodologies, and organizing corporate or personal events with attention to detail.
• Experience with bookkeeping software such as QuickBooks along with basic accounting knowledge is preferred.
• Excellent organizational skills with the ability to prioritize tasks effectively while managing multiple responsibilities simultaneously.
• Exceptional communication skills—both written and verbal—with professional phone etiquette and the ability to handle confidential information discreetly.

Join our team to enjoy a vibrant work environment where your organizational expertise makes a real difference! We value proactive individuals who thrive on collaboration and are eager to support our leadership team in achieving their goals through meticulous planning and seamless execution. This paid position offers an exciting opportunity to develop your career while contributing to our dynamic organization’s success!

Pay: $24.96 - $30.05 per hour

Work Location: In person