Executive Assistant

Job description

Job Description

The Executive Assistant provides executive support to the Regional Leadership Team. Reporting to the Chief of Staff, the Executive Assistant serves as a primary point of contact for internal and external stakeholders, including senior managers, school leaders, teachers, board members, and donors on all matters pertaining to the Chief Executive Officer. The Executive Assistant organizes and coordinates executive outreach and supports special projects and initiatives. Additionally, the Executive Assistant coordinates logistics for Regional Leadership Team meetings and events.

_As an Executive Assistant, your core responsibilities include:_

Executive Team Support

* Support the Chief of Staff as a "gatekeeper", creating and supporting systems for direct access to the Chief Executive Officers (CEO) time.
* Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
* Successfully complete critical aspects of deliverables with a hands-on approach, including drafting PPT presentations, acknowledgement letters, and personal correspondence.
* Support CEO with internal communications, announcements and updates.
* Generally serve as the CEOs liaison with external contacts managing and responding to routine communications.
* Communicate directly, and on behalf of the CEO, with Board members, donors, KIPP Foundation staff and others, on matters related to CEOs programmatic initiatives.
* Research, prioritize, and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature while determining appropriate next steps.
* Coordinate all logistics related to annual Regional Leadership Team programing, meetings and Quarterly Retreats, including location, materials, technology, and food.
* Provide support for other projects and tasks as requested by the CEO.
* Proactively develop systems to increase the organization and efficiency of the CEO.
* Other duties as assigned

Administrative Support

* Track, monitor, and follow-up on projects and action items stemming from the CEOworking closely with members of the Leadership Team to receive regular updates on outstanding items.
* Coordinate preparation of, and submission of, meeting materials and documents necessary for effective and efficient collaboration.
* Manage and maintain regional calendar and proactively identify potential conflicts and coordinate solutions.
* Manage the CEOs financial reports and reimbursement forms consistent with internal processes and deadlines.
* Process invoices and payments for vendors.
* Arrange and book travel for the CEO and Regional Leadership Team members.
* Facilitate signatures for all KIPP Metro Atlanta Schools regional needs, including gift acknowledgement letters, financial documents, and compliance documentation requiring CEO execution.

Board of Directors Support

* Coordinate and maintain board and committee meeting schedule.
* Coordinate and collect all pre-reading materials and collateral for board meetings.
* Coordinate all logistics related to board meetings, including location, materials, technology, and food.
* Work with the External Relations Team to ensure timely updates of board materials on the regional website.
* Maintain board dashboard, keeping contact information up to date and available.
* Serve as an initial point of contact for board members and KIPP Metro Atlanta Schools staff under the direction of the CEO.