Regional Office Manager - Executive Assistant
Regional Office Manager - Executive Assistant
Posted on :
13-05-2025
Employer Active
1 Vacancy
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Monthly Salary
$ 83561 - 107268
Vacancy
1 Vacancy
Posted on :
13-05-2025
Job Description
Description
ABOUT ASPIRE
Aspire Public Schools operates a network of highperforming college preparatory charter schools serving scholars in communities across California. Founded in 1998in an effort to transform the inequitable racial social and gender outcomes that our communities persist throughAspire is one of the largest and most forwardthinking openenrollment public charter school systems in the nation.
Our purpose is to prepare our scholars for success in college career and life. At Aspire we set a foundation for our scholars to gain knowledge skills and power to access and make choices for their families and postsecondary lives. Every day our community of students families teachers and staff comes together to learn work and play in an environment grounded in our values of Bienestar (WellBeing) Culture of Belonging Community Partnership Agency & SelfDetermination and Joy.
Visit Aspire Public Schools at .
GENERAL SUMMARY:
The Bay Area Office Manager and Executive Assistant (OMEA) plays a vital dual role in ensuring the smooth and efficient functioning of the Aspire Oakland Office and supporting the Aspire Bay Area Regional Executive Director (ED) in highlevel administrative and scheduling responsibilities. This position ensures organizational efficiency clear communication and operational excellence while also creating a welcoming and organized environment for all team members and visitors.
The OMEA oversees office operations which includes Aspires Home Office and serves as a central hub for administrative support functions that benefit the organization more broadlysuch as routing general emails handling incoming mail and calls and maintaining a cohesive welcoming serviceoriented office environment.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Executive Support
- Manage the EDs and Superintendents complex calendars including internal/external meetings protected work time travel and events.
- Coordinate meeting logistics: agendas prep materials notetaking and followup.
- Support email and communication prioritization to ensure timely responses.
- Process reimbursements and expense reports for the ED and other key staff.
- Track and submit invoices ensuring timely processing.
Office Management & Operations
- Act as first point of contact for Aspires Oakland Office which houses both Aspires Home Office and the Bay Area Regional Office; greet and direct all visitors.
- Manage reception area conference rooms kitchen and common areas to ensure cleanliness organization and professionalism.
- Handle incoming calls voicemails and general info email; direct inquiries appropriately.
- Own office supply inventory replenishment and distribution for team needs.
- Oversee office equipment copy room systems and technology coordination with the IT team.
- Support Bay Area Regional teammates. Home Office teammates and visitors with printing scanning faxing shipping office access copy room supplies and PPE supplies inquiries and needs.
- Receive and distribute mail and packages; coordinate courier services as needed.
- Maintain key and badge access for regional teammates and Home Office teammates.
- Manage vendor relationships for maintenance cleaning and office safety.
- Own and maintain the Emergency Safety Plan and office compliance standards.
- Maintain and update Oakland Office documentation and internal communication platforms (e.g. MyAspire).
Special Projects & Internal Coordination
- Coordinate logistics and preparation for regional meetings and team engagement events.
- Provide administrative support for regional initiatives and crossfunctional projects.
- Support with schoolbased operational requests as needed.
- Support Regional event planning and execution
- Lead Regional Community of Practice Coordination at the Regional Office
- Perform other duties as assigned to support regional priorities.
- Act on community complaints through fielding calls and following the community complaint process. Support and collaborate with regional teams on community compliant intake process
- Maintain office keys (IT server room cubicles offices IT storage etc). Support HO teammates with key access to the IT warehouse.
- Partner with I.T. team to ensure all offices cubicles and conference rooms are adequately setup with the necessary technology and equipment and for troubleshooting
- Other duties as assigned
QUALIFICATIONS:
1) Required knowledge skills & abilities:
- Project management skills
- Research and problemsolving skills continuous improvement mindset
- Proactive and efficiently performs with minimal supervision proactive and initiativedriven selfstarter and autonomy to manage the work
- Able to effectively handle multiple projects simultaneously
- Interpersonal skills strong written and verbal communication able to navigate and interact with all levels in the organization
- Proficiency in Google Suite & Microsoft Suite
- Customer service orientated
- Information management skills
- Strong organizational skills
- Attention to detail
- Reliability
2) Minimum educational level:
- Associates Degree Bachelors preferred or relevant experience
- Knowledge of administrative and clerical procedures
- Knowledge of customer service principles and practices
- Keyboard skills
3) Experience required:
- 2 years in fastpaced ever changing administrative support position
- Speak and write Spanish preferred
4) Physical Demands:
The physical demands described here are representative of those that must be reasonably met by an Office Assistant to successfully perform the essential functions of this job.
Occasionally lift and/or move a minimum of 30 pounds. While performing the duties of this job the employee is frequently required to sit stand move feel reach with hands and arms talk and hear.
- Work authorization requirements:
- Clear the Department of Justice background screening
- Authorized to work in the United States
- Provide health (TB) clearance (must be renewed every four years)
WORK ENVIRONMENT
The work environment characteristics are representative of those in a normal office classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Compensation:
Aspire Public Schools is dedicated to our teammates wellbeing! In addition to a competitive base salary that is benchmarked against local districts and charter schools we offer employees exceptional benefits including paid time off 100% core health benefits coverage on select plans life insurance/longterm disability participation in a CA state retirement plan tuition reimbursement plan and adoption assistance program.
Aspire Public Schools is dedicated to our teammates wellbeing! In addition to a competitive base salary that is benchmarked against local districts and charter schools we offer employees exceptional benefits including paid time off 100% core health benefits coverage on select plans life insurance/longterm disability participation in a CA state retirement plan tuition reimbursement plan and adoption assistance program.
Our salary schedule based on years of experience for this position type is $83561 $107268.
Aspire Public Schools is an equal opportunity employer and does not discriminate on the basis of race color gender religion age sexual orientation national or ethnic origin disability marital status veteran status or any other occupationally irrelevant criteria. Aspire promotes affirmative action for minorities women disabled persons and veterans.
#LinkedInEducators
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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