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

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School Year: 2023-2024
Location: Jacksonville Regional Office
Region: Jacksonville, FL
Category: Headquarters
Job Type: Full-Time


Executive Assistant 

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 Jacksonville 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.


Location: This is a full-time position located in Jacksonville, FL. Preference will be given to candidates who live in Jacksonville or who are willing to relocate.


What You’ll Do - Accountabilities

In this role you will:

  • 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 Tarrant County 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


What You Bring – Competencies


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
  • Proficiency with Microsoft Office, specifically Outlook, Word, Excel, and PowerPoint


Required Experience:

  • 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

What We Offer
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 performance pay based on organizational performance and goal attainment.

Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at


* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.



Application process:

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.



Learn more about IDEA 

At IDEA the Staff Culture and Belonging Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here:





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