Executive Assistant

The Executive Assistant advances organizational priorities by providing executive support serving as the primary point of contact for internal and external stakeholders and acts as a vital liaison for the Executive Leadership Team. The Executive Assistant also works closely with the Office Manager and Executive Assistants across teams  to oversee special projects and ensure smooth operations of daily organizational activities. This role will ultimately require comprehensive knowledge of  KIPP Texas Public Schools including our annual initiatives strategic plan and core values. 

ROLE RESPONSIBILITIES: 

Provide Executive Support to the Chief of Staff

• Manage an active calendar of appointments arranging complex and detailed travel plans itineraries and agendas; putting together a weekly plan for the Cheif of Staff with all necessary information; and compiling documents for meetings and completing expense reports and tracks and submitting critical compliance reports.

• Optimize and manage the Chief of Staffs availability while ensuring smooth communication with internal departments demonstrating leadership to maintain credibility trust and support with senior management staff.

• Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities following up appropriately. Serves as an organizational liaison maintaining awareness of the internal climate and providing timely updates to the CoS.

• Plan Chief of Staff s work time effectively so that they are able to complete all necessary tasks on time answer emails and phone calls within 48 hours and spends the majority of his/her time advancing the strategy of the organization.

• Manage communication on behalf of Chief of Staff including; composing and preparing correspondence including confidential matters; communicate directly with families of KIPP TX students board members external stakeholders staff and others on matters related to Chief of Staffs programmatic initiatives meetings crisis and any other work.

• Provide support with finance operations for multiple budgets including tracking invoices approvals and signatures.

• Anticipate research prioritize and follow up on incoming issues and concerns addressed to the Cheif of Staff by KIPP families staff and external parties including those of a sensitive or confidential nature. Determines appropriate course of action referral or response.

• Manage relationships crucial to the success of the organization as well as a variety of special projects for the Chief of Staff some of which may have organizational impact.

• Manage Public Information Requests for the organization ensuring that requests are disseminated to the proper department and responded to in a timely accurate and legally compliant manner.

• Partner with Office Manager and Executive Assistant team to ensure smooth day-to-day organizational operations and administrative alignment 

Serve as Liaison for Senior Management

• Serve as a role model for executive support across KIPP TX and champions KIPP TXs mission and core values in all interactions with all stakeholders.

• Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team.

Qualifications :

QUALIFICATIONS:

• Minimum of three (3) years of professional experience directly supporting C-level executives in a fast-paced complex organizational environment

• High School diploma required; Associates degree preferred

• Demonstrated experience managing confidential executive communications complex calendar and travel logistics and Board-level administrative coordination.

COMPETENCY AND SKILLS:

Interpersonal Skills:

• Exceptional communication skills with the ability to build relationships with diverse stakeholders including board members external stakeholders and families.

• Stays calm and steady in a fast paced setting with several moving parts.

• Skilled at delivering the highest level of customer/client service to a wide variety of internal and external stakeholders.

• Emotional maturity and proven ability to handle sensitive and confidential information with discretion.

• Understands role of the EA amongst the team.

• Strong decision maker taking proactive approaches to problem-solving and recommending solutions.

• Forward looking thinker who actively seeks opportunities and proposes solutions.

• Highly resourceful team-player with the ability to also be extremely effective independently.

Operational Excellence:

• Proven ability to prioritize competing demands and maintain high performance in a fast-paced environment.

• Exceptional attention to detail and strong organizational skills that reflect ability to perform and prioritize multiple tasks and adapt to competing demands.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

• Expert proficiency in Google Workspace and Microsoft Office required; proficiency with Slack Adobe Acrobat and project management tools strongly preferred.

Physical Requirements: 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The person in this position needs to be able to move about inside and outside the school throughout the workday.

• The candidate is expected to attend conferences meetings and training sessions both virtually and in person within the Region. 

Additional Requirements:

• Reliable transportation is needed for travel between campuses

• Ability to maintain emotional control under stress.

• Work with frequent interruptions.

Work Environment: 

• Reports to school or central office site Monday - Friday

• Typical school/office environment with frequent interruptions.

Travel Requirements: 

• Frequent travel: Regular and consistent travel to various school sites regional offices or external locations for work related activities for professional learning meetings and other work related activities. 

Additional Information :

What We Bring to the Table: 

• Comprehensive medical dental and vision plans with coverage options for employees and their families. 

• Competitive vacation and flexible paid time off (PTO) policies.

• Paid family leave.

• Flexible spending account or high-yield HSA.

• Employee assistance programs. 

• KIPP also offers the following employee-paid benefits: legal plans LifeLock identity protection life insurance and disability insurance.

EEO: 

KIPP Texas is an Equal Opportunity Employer. KIPP Texas ensures equal employment opportunities regardless of race creed gender color national origin religion age sexual orientation or disability. Any individual needing assistance in making an application for any opening should contact the Talent Team.

 Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job duties. Examples of reasonable accommodation include making a change to the application process or work procedures providing documents in an alternate format using a sign language interpreter or using specialized equipment.

Remote Work :

No

Employment Type :

Full-time