Executive Assistant to the CEO

Under the guidance and supervision of the Chief Executive Officer, the Executive Assistant will play a key role in supporting the academic work of the charter schools as part of the United Charter High Schools Charter Management Organization (CMO) through research, innovative thought, program development and design, partnerships and compliance. The Executive Assistant Performs confidential secretarial and clerical responsibilities necessary for an efficient and effective office that assists the Chief Executive Officer in performing their responsibilities. This position is based at the main office but requires some travel to local school sites. 

ESSENTIAL JOB FUNCTIONS 

Daily Operations 

• Supports the initiatives and follows directives of the Chief Executive Officer (CEO). 
• Attends Board of Trustee Meetings (Regular and Special) and committee meetings as stated by the Chief Executive Officer. 
• Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, increasing efficiencies and demonstrating respect for others. 
• Performs confidential secretarial and clerical tasks of a varied nature, some of which may be unique to the assigned office, requiring a thorough knowledge of the rules and regulations of the schools and school system and the frequent exercise of independent judgment. 
• Have the ability to think outside of the box and provide recommendations to the Chief Executive Officer as it relates to projects that will allow for the retention of staff both at the school and organization levels (Staff Appreciation, Student Recognition Programs, Organization Level Recognition Events, et al.). 
• Handles mail and correspondence of the office, responding to routine requests for information, transcribing, word processing, and proofing letters and responses. 
• Greets visitors and answers telephone calls pleasantly and efficiently, communicating effectively in routine, sensitive, and confidential matters. 
• Maintains efficient and well-organized electronic and paper data collection and filing systems, including confidential files. 
• Arranges appointments and maintains a schedule for the Chief Executive Officer. 
• Review essential emails for the Chief Executive Officer and respond on their behalf as directed. ● Assists the Chief Executive Officer in preparing reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and transmitting or distributing final products. 
• Creates forms and compiles and organizes data and information necessary for the efficient operation of the office, the completion of required Organization and State data collections, and the completion of the Chief Executive Officer’s responsibilities. 
• Arranges meeting details, prepare agendas and materials, and handle follow-up activities. 
• Orders and maintains office supplies and provides for the maintenance and repair of equipment.
• Attend meetings and record minutes and other pertinent data as assigned. Meetings include committee and board of education meetings determined by the Chief Executive Officer. Meetings may occur during a period outside of regular work hours. 
• Maintains financial records for the accounts and budgets assigned to the office, preparing and monitoring purchase orders, checking purchased materials, maintaining balances, and performing other bookkeeping tasks. ● Creates and maintains a clean, attractive, orderly, safe, and efficient office environment. 
• Supervises and coordinates the efficient workflow of the school system relative to the responsibilities of the Chief Executive Officer. 
• Assists the Chief Executive Officer in maintaining the organization's policy manual. 
• Assists and responds to the organization’s Executive Team as determined by the Chief Executive Officer.
• Assists and responds to the Board of Education as assigned by the Chief Executive Officer.
• Assists with the scheduling of Disciplinary Hearings as directed by the Chief Executive Officer.
• Assists with the monthly board agenda as assigned by the Chief Executive Officer. 
• Serves as a project manager for events as directed and assigned by the Chief Executive Officer, i.e. (Chief Executive Officer’s Convocation, Roundtables, Monthly Chief Executive Officer’s Council Meetings, Administrative and PD Meetings, et al. 
• Communicate to the Chief Executive Officer about any unusual situations. Notifies immediately appropriate personnel of evidence of substance abuse, child abuse, child neglect, severe medical or social conditions, potential suicide or individuals appearing to be under the influence of alcohol, controlled substances, or anabolic steroids.
• Assists the Chief Executive Officer in handling interruptions and emergencies. 
• Assists the Chief Executive Officer with delayed openings, weather-related closures and the organization’s notification/communications systems. 
• Works cooperatively with staff in other offices with the completion of large or time-sensitive projects or emergencies. 
• Completes mandated training programs as required by law. 
• Completes and adheres to organization mandates as directed by the organization's Chief Executive Officer or designee, i.e., non-negotiables, bulletins, emails, goals and objectives, etc. 
• Performs any duties and responsibilities within the scope of employment as assigned by the supervisor and not otherwise prohibited by law or regulation. 
• Coordinate network wide NIT, Critical Friends, and Convenings. 
• All work responsibilities are subject to having performance goals and/or targets established. 

Charter Network Support 

• Serve as liaison with other units at New Visions and with charter school operations staff to support operational efficiency. 
• Undertake special projects as needed in support of the Charter Operations Unit. 
• Provide regular professional development to staff around key data management and reporting areas. 

Secondary Job Functions: 

• Comfort working in rapidly changing contexts and under conditions of ambiguity. 
• Ability to work effectively as a member of a team and independently. 

Supervisory Reports: Chief Executive Officer (CEO) 

Required Education, Certifications and Experience: 

• Bachelor’s degree. 
• Previous charter school experience highly preferred. 
• A minimum of three (3) years of successful experience in a related secretarial or office position or graduate from a recognized secretarial studies program. 
• Proficient in using Microsoft Office Suite or equivalent computer programs such as Canva. 
• A valid driving license in good standing is required. 
• Meets alternatives to the above qualifications as the Chief Executive officer may find appropriate and acceptable. 

Required Knowledge and Skills: 

• Demonstrate the ability to maintain confidentiality. 
• Demonstrates the ability to work effectively in personnel management, school administration, supervision of instructional programs and administrative staff. 
• Has excellent integrity and demonstrates good moral character and initiative. 
• Exhibits enthusiasm and interpersonal skills relatable to students, staff, administration, parents, and the community.
• Demonstrates the ability to communicate and present ideas effectively in English, both orally and in writing, using proper grammar and vocabulary. 
• Demonstrates the ability to use electronic equipment for word processing, data management, information retrieval, visual and audio presentations, and telecommunications. 
• Ability to work in a fast-paced charter school that requires a high degree of accountability, personal initiative and social and emotional intelligence. 
• Demonstrates experience as described in the duties and responsibilities outlined in this job description. 

Desired Knowledge and Skills (if applicable): 

• Marketing and Branding training 
• Ability to provide strategic leadership and address critical challenges and opportunities. 
• Ability to deploy resources and manage multiple projects within budgetary constraints. 
• Competency with LinkedIn and other social media platforms. 

Physical Requirements and Working Conditions: 

• Working in front of a computer screen for several hours per day 
• Hybrid office/remote work with occasional travel to local school sites required. 
• Accessibility to address organization concerns outside of regular school hours. (Emergent cases only) 

Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability

*This job description is not a complete statement of essential functions, responsibilities or requirements but represents the minimum level of knowledge, skills, and abilities needed. Management retains the discretion to add or change typical duties at any time and as needed. All changes must be reasonable and within the functions of the role.