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Executive Assistant to the Executive Director - Austin (Immediate Opening)

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School Year: 2022-2023
Location: Austin Regional Office
Region: Greater Austin, TX
Category: Headquarters
Job Type: Full-Time

Description

Role Mission: The Executive Assistant supports the Executive Director (ED) with implementation of logistical tasks and critical projects and initiatives. The Executive Assistant creates and maintains systems that enable senior leaders to work efficiently (setting meetings and operating mechanisms and logistics, prepping events and collaborative sessions). They also tackle projects in coordination with senior leadership, including collaborating with organization leaders and staff outside of the instructional and operations Teams in the Greater Austin Region. The work of the Executive Assistant entails being assigned to organizational challenges, studying the challenge, and putting in motion action plans that produce a solution. They will provide support to other senior leaders (VPs, Directors, and other campus leaders), as deemed necessary by the ED.

 

What We Offer

Compensation:

Salaries for people entering this role typically fall between $50,500 and $59,600, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for a performance bonus based on team performance and goal attainment.  

 

Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.


 

 

What You Bring

Qualifications:

  • Education: Bachelor’s degree required, experience accepted in lieu of degree
  • Experience: Minimum 2 years’ successful experience supporting executives in a fast-paced, quickly changing, and highly ambiguous environment, and managing projects with multiple inputs and multiple stakeholders

Knowledge and Skills:

  • Strong verbal and written communication
  • Ability to manage through influence and across lines of difference •Impeccable organization and time management
  • Ability to anticipate and independently manage many small details for daily execution
  • Expert with Microsoft Office, specifically Outlook, Word, Excel, and PowerPoint


 

What You’ll Do -- Accountabilities


 

Responsibilities

  • Outline, share, and follow month-end reconciliation process with all regional leaders. Responsible for 100% of regional office supply purchases
  • Ensure that all purchase card transactions have adequate descriptions and appropriate account codes
  • Monitor reimbursements and regional office budget
  • Reconcile American Express Card purchases for San Antonio leadership team (VP level and above) upon request
  • Submit all proper documentation to business office by the 3rd business day of each month
  • Partner with the Regional Project Manager and Campus Admin Assistants to plan events
  • Assist Training & Events Coordinator to lead all training logistics.
  • Manage project plans, relationships with hotels and vendors, and internal stakeholders to meet timelines
  • Manage communication around events, in partnership with others on planning committee
  • Support and coach Campus Administrative Assistants during weekly tacticals and monthly one-on-one check-ins
  • Draft initial communication or follow up communication for review
  • Set appointments, travel, and corresponding needs for the Executive Director and Regional Lead team
  • Manage and publish the regional newsletter using Smore, Microsoft Excel and Locus dashboards
  • Conserve Regional Executive Director's time as best as possible
  • Assist with calendaring and communication of pre-meeting requests and post-meeting follow-ups
  • Assist with staffing: resume screening, coordinating and booking candidate travel, interview material prep and supporting with the logistics of interviews
  • Lead cross-team groups to execute on key initiatives, projects, and events
  • Support Schools Team (and cross-team) events, trainings, and meetings as needed for strategic priorities
  • Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures
  • Ensure all assigned tasks are completed by deadline and deliver on all agreed-to commitments and hold others accountable to do the same
  • Support New Teacher Institute, New Team and Family Welcome, Back to School Bash, New Leader Institute, among others with committees.
  • Vetting Parent communication and deescalating parent concerns and channeling parent concerns to correct audience to resolve the issue

Individual Goals

  • 100% of business office responsibilities completed within deadline, resulting in on-time payments, reimbursements
  • 100% of Schools Team Step backs and other events (20 +), as assigned, are executed and deemed high quality from a logistics and budget standpoint•
  • Manage Communication and Calendar for Executive Director
  • 99% of tasks assigned by or for the Executive Director and Regional Lead Team are reported as performed satisfactorily or very satisfactorily
  • Support large scale events (100 +), as assigned, to ensure strong experience in logistics and planning Diversity, Equity and Inclusion.

 

We look for Team and Family who embody the following values and characteristics:

  • Believes and is committed to our mission and being an agent of change: that all students are capable of getting to and through college 
  • Has demonstrated effective outcomes and results, and wants to be held accountable for them
  • Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
  • Works with urgency and purpose to drive student outcomes
  • Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
  • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
  • Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
  • We believe in education as a profession and hold ourselves to high level of conduct, professionalism and behaviors as models for our colleagues and students

 

 

Diversity, Equity and Inclusion

At IDEA we recognize that racism, bias, and privilege exist in society. We are committed to an organizational culture that promotes awareness and inclusivity for our students and staff and supports their path to positively impact our broader society. We are committed to recognizing the impact of racism and privilege, and commit as an organization to have equitable practices, policies, and structures. Visit https://ideapublicschools.org/dei/ to learn about IDEA’s Diversity, Equity and Inclusion Anti-Racist and Anti-Bias commitment.


 

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