Executive and Board Operations Specialist

The Executive and Board Operations Specialist serves as a highly trusted strategic and administrative partner to the CEO and Cabinet. This multifaceted role combines executive support office operations management and governance administration to ensure the efficient functioning of the charter school networks home office and Board of Directors.

The ideal candidate is exceptionally organized detail-oriented proactive and capable of managing multiple priorities in a fast-paced educational environment. This individual serves as a key liaison among executive leadership board members school leaders staff families and external stakeholders while maintaining the highest standards of professionalism discretion and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support (50%):

• Manage the Cabinets dynamic calendar scheduling appointments and coordinating meetings.
• Prepare expense reports and handle confidential correspondence.
• Arrange group travel plans including reservations itineraries and transportation.
• Act as a gatekeeper coordinating access to the CEO with the Executive Assistant while ensuring efficient time management.
• Communicate with the Home Office and School Sites through timely correspondence including newsletters emails and intranet posts.
• Research prioritize and address incoming issues and concerns maintaining confidentiality when necessary.
• Determine appropriate actions referrals or responses to various matters.
• Assist with coordination of network-wide initiatives and projects.
• Coordinate and attend Cabinet and Senior Leadership meetings taking detailed notes complete with action items and appropriate follow-up.

Board Secretary/Liaison Responsibilities (30%):

• Serve as Secretary to the Board of Directors and all board committees.
• Coordinate all Board and committee meeting logistics scheduling and communications.
• Prepare board meeting calendars and annual governance schedules.
• Create collect and organize all board materials in advance review for accuracy and post to the online portal.
• Prepare and distribute online and physical meeting agendas and materials ensuring compliant posting of agendas at multiple school sites.
• Communicate with Board members to ensure meeting attendance.
• Facilitate meeting proceedings in-person and via Zoom platform and facilitating connection and coverage to satellite site.
• Attend Board and committee meetings and record accurate minutes.
• Maintain official board records and governance documents.
• Ensure board materials are distributed in compliance with applicable laws regulations and timelines.
• Track board actions resolutions and follow-up items.
• Maintain board policies bylaws and governance records.
• Compile and distribute meeting minutes manage video recordings and handle technical requirements.

Home Office Management (20%):

• Manage main phone line forwarding messages as necessary.
• Open and distribute mail.
• Manage online document filing correspondence and supply ordering.
• Coordinate visitor reception at the Home Office lobby.
• Ensure kitchen conference room and board rooms are clean stocked and prepared for use at all times.
• Coordinate organization-wide events trainings and staff meetings.
• Provide administrative support to all departments as needed.
• Perform other duties as assigned

QUALIFICATIONS/REQUIREMENTS

1. Bachelors degree or equivalent combination of education and experience.
2. Minimum of 5 years of progressively responsible administrative experience supporting senior executives boards or leadership teams.
3. Experience managing complex calendars projects and stakeholder communications.
4. Experience preparing meeting minutes and maintaining official records.
5. Demonstrated proficiency in office technology Microsoft Office Google Suite and Docusign.
6. Preferred Qualifications:
7. Experience in K-12 education charter schools nonprofit organizations or public sector environments.
8. Experience supporting a Board of Directors or governing board.
9. Knowledge of charter school governance and compliance requirements.
10. Project management experience.
11. Experience in marketing and social media content management.
12. Bilingual in Spanish.
13. Candidate Requirements:
14. Unwavering commitment to the organization its mission and core values.
15. Strong organizational skills and exceptional attention to detail.
16. Excellent communication and interpersonal skills.
17. Ability to thrive in a fast-paced environment and solve problems effectively.
18. Strong decision-making skills.
19. Ability to collaborate effectively and build partnerships.
20. Ability to work with multiple technologies and learn new systems quickly.
21. Ability to work independently and with minimal supervision.
22. Knowledge of public education and charter school movement preferred.