Manager Executive Assistant to the Chief Executive Officer

About The Position 

As the Manager of Executive Administration you will provide administrative and project management support to the Chief Executive Officer at KIPP Foundation and his Chief of Staff to whom you will report.  We are seeking a highly skilled professional with 5 to 10 years of experience in organizing recordkeeping systemizing manual tasks calendaring notetaking and managing multiple projects simultaneously for highimpact leaders in a fastpaced resultoriented environment.  You are well suited for this role if you are experienced in pivoting from one task to the next as the circumstances require and partnering with executives to ensure their time is focused on their most critical priorities and they are fully prepared with the materials and information they need to lead effectively.  A successful candidate will be an exceptionally systemsminded person who communicates effectively possesses exceptional work management skills and thrives in highly collaborative and agile team settings.  Finally in this role you must be able to exercise strong judgement flexibility and foresight while executing project plans involving multiple KIPP regions and functions within KIPP Foundation.  All EAs at KIPP Foundation must be able to maintain confidence related to sensitive information related to highlevel leadership decisions.     

Key Responsibilities  

• Produce status reports track follow ups and progress to goal concerning project plans and track key deadlines  

• Manage calendar and scheduling correspondence travel logistics  

• Prepare succinct wellwritten documents and be able to edit documents accurately  

• Create and assess innovative efficient systems to complete administrative tasks 

• Distill critical information to effectively prepare CEO for meetings and other engagements  

• Manage multiple projects simultaneously with agility 

• Respond to shifting team and organizational priorities by pivoting to provide support where it is most needed  

• Create and manage project plans spreadsheets and maintenance of filing system and contact database  

• Manage the CEOs calendar and scheduling to ensure alignment to priorities and to maximize efficiency  

• Act as gatekeeper to ensure the CEOs time is focused on his most important priorities 

• Collect and organize data supporting the preparation of key materials and presentations to seniorlevel staff 

• Prepare for and report on meetings including drafting meeting agendas and taking meeting notes  

• Anticipate the CEOs and CoSs needs to support strategic priorities and proactively problem solve  

• Ensure compliant expense reporting to ensure timely reimbursements/payments 

• Maintain professionalism and strict confidentiality with all materials 

• Perform various administrative and other related duties as required and assigned 

• Collaborate in the KIPP Foundation Executive Assistant community to positively impact the enterprisewide health & wellbeing 

Skills and Mindsets 

• Process Management: Able to build and align goals and project plans with organization priorities; leverages relevant organizational processes and systems to execute work; can build and maintain knowledge management systems; effectively develops and codifies processes to ensure efficiency alignment with organizational processes and to improve work quality.  

• Achievement and Outcomes Orientation: Demonstrated record of meeting deadlines consistently and achieving goals set by; proactively clarifies goals andvision for work they own; follows through on commitments to teammates clients and ensures others do the same.  

• Mission & Student Focus: Demonstrated commitment to education equity; a passion for KIPPs mission; desire and ability to uphold KIPPs values (Focus on Excellent Results Courageous Action and Collective Impact) 

• Change Management & Communications Skills: Produces clear concise written and verbal communications that effectively influences stakeholders to action; demonstrates facility agility and optimism when participating in change efforts  

• Work Management: Effectively drives work they own through clear action planning. Manages time effectively around competing priorities; skilled in creating and executing project plans through partnership with stakeholders and effective delegation to achieve intended results on time.  

• Decision Making & Stakeholder Management: Excellent judgement is essential; a track record of making sound and datadriven decisions and keeping company confidence while coordinating with multiple stakeholders in in senior leadership roles; strong upward management skills including advising Chiefs on calendar priorities; ability to operate autonomously while keeping key constituents informed throughout 

• Continuous Learning: Engages in the work of personal development at working knowing that personal development is ongoing and vital to their personal and professional success; hold themselves accountable to evolving growing learning and unlearning in ways that improve results for students adults and the larger community. 

Qualifications :

Experience and Qualifications 

• Experience and Qualifications 

• 5 years of experience in a role engaging in administrative tasks and logistics 

• 2 years of experience in a fastpaced environment & similar function (e.g. strategy and operations team management  

• Experience building and managing projects systems and processes  

• Advanced skills in Google Suite and in Microsoft Office (Outlook PowerPoint Word Excel Teams) with aptitude to learn new software and systems  

• Proficiency with AnyBill Concur ADP and video conferencing systems a plus  

• Strong customer service orientation with the ability to handle unique and ever evolving needs 

• Experience working in virtual environments and in a large multistate organization 

• Associates degree required and bachelors degree preferred 

Additional Information :

Work Conditions 

• Travel requirements: 1025 travel is expected for this role 

• Fulltime exempt role 

Location 

It is preferred but not mandatory for this role to be based out of the NYC KIPP Foundation office. This role has the option of working from a remote office fulltime.    

Compensation and Benefits. 

In compliance with local law we are disclosing the compensation or a range thereof for roles in locations where legally required. Actual salaries will vary based on several factors including but not limited to external market data internal equity and relevant experience. The salary range for this position is $. In addition KIPP Foundation provides a variety of benefits to employees including: 

• 25 holidays for 18 days additional flexible PTO days (flexible PTO increases to 23 days for years 3 and 4 and to 28 days for years 5. 

• 100 paid parental leave 

• 100 coverage of the premium for employee and 75 for employee familys medical/dental/vision plans. 

• Wellness benefits such as fitness reimbursements discounted tickets to theme parks/attractions backup care support for children and adults/elders and our employee assistance program 

• Finance Security benefits include such as a 401K retirement plan with 4 match employersponsored legal plans life/disability insurance and flexible spending accounts 

KIPP Foundation embraces the opportunity to build a workforce that reflects the diversity of the students and communities with whom we work and the world that is around them. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit without regard to race color religion national origin gender sexual orientation gender identity or expression age mental or physical disability and genetic information marital status citizenship status military status protected veteran status or any other category protected by law. 

Remote Work :

Yes

Employment Type :

Fulltime