Position Overview:

The Executive Assistant to the Chief Schools Officer/School Board Manager will provide executive administrative support to the Chief Schools Officer, who serves on the senior leadership team of Summit Public Schools, develop and refine systems to support the School Boards that oversee the eleven Summit Public Schools in California and Washington, and manage projects across the diverse portfolio of responsibilities of the Schools team. This is a full-time position located in the Bay Area, California.

Responsibilities: 

The Executive Assistant/School Board Manager will have duties in the following areas:

  • Provide executive administrative support to the Chief Schools Officer
    • Calendar management, including scheduling meetings, tours and events, with internal and external partners
    • Plan and book travel, and complete and submit expense reports
    • Develop systems to manage, sort, and prioritize incoming communication (email, mail, paperwork, signatures, regular and annual communications) from various stakeholders and potential partners (including donors and executives across the private sector and education reform landscape)
    • Develop and manage cadence for ongoing communications with external partners, including drafting outgoing content
    • Develop and maintain system for managing contacts
  • Support the School Boards in California and Washington
    • Manage the compliance responsibilities of both School Boards
    • Develop and update the calendar of meetings and the cadence of required tasks
    • Communicate with Board Members, visitors to the Board and internal leaders presenting to the Board to ensure common expectations, compliance and efficiency
    • Assist in the development of materials for the Board and senior leaders
  • Manage key ongoing functions that support the overall organization:
    • Provide office management, including welcoming and greeting visitors, maintaining a clean and organized space, and managing office supplies
    • Manage ongoing communication with key stakeholders, including staff, board and external partners. Includes developing ongoing engagement calendar for each audience (including seasonal cards, notes of recognition, regular communications, etc.)
  • Manage special and ongoing projects:
    • Provide project management for projects led by the Chief Schools Officer and senior leaders on the Schools Team
    • Conduct research related to those projects
    • Assist in the development of materials for presentations, board-level events and manage board compliance and communication
    • Create and maintain key organizational documents including system calendars, organizational charts, and other reference materials
  • Manage meeting and event logistics:
    • Serve as point-person for preparing team, board, meeting, or other event logistics
    • Take and share notes from meetings; track action items and ensure completion
    • Manage logistics for 3-4 all organization days in which over 250 employees come together for professional development and culture building

Qualifications

Required:

  • Demonstrated passion or interest in the education sector
  • Strong communication and presentation skills and the ability to inspire confidence among diverse stakeholder groups
  • Strong organizational skills and ability to build and maintain systems that enhance organizational efficiency
  • Proficient in Microsoft Office suite, especially Excel and PowerPoint, and Google platform, and willingness to learn other relevant data software
  • Adaptability: to thrive in a rapidly changing environment, and ability to learn the skills needed to meet the organization's needs
  • Exceptionally strong attention to detail

Preferred:

  • Experience in schools or a charter management organization
  • Bachelor's degree and previous experience providing administrative support preferred
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