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Executive Assistant

Department: Operations
Dept./Subject: Central Office
Role Type: Full Time Part Time
Grade: n/a
Reports To: Chief Executive Officer
School Year: 2021-22 School Year
Start Date: June 2021

Position Overview

Reporting to the Director of School Operations and accountable to the School Leader, the Receptionist is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The receptionist serves as the primary contact person for many of the school’s stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The receptionist supports many school systems including arrival and dismissal, attendance, transportation, event execution, and student recruitment and enrollment.  The receptionist ensures that the school’s office communications and systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.

Primary Roles and Responsibilities include but are not limited to:

Executive Support (60%)

  • Support CEO to ensure maximum efficiency, including (but not limited to): scheduling meetings and conference calls, maintaining calendars, arranging travel, managing correspondence, managing expenses, and securing necessary resources and information
  • Ensure timely and responsive communication and scheduling with the Advisory Board/Board of Directors
  • Support planning and execution of Advisory Board/Board of Directors meetings and events
  • Interact in person, over email, and via telephone with Legacy team members and external constituents on an ongoing basis on behalf of the Executive Director/CEO
  • Increase the efficiency and organization of the Executive Director/CEO and ensure their time is aligned with priorities
  • Draft and/or edit correspondence to team members and external constituents
  • Support the functioning of the Staff leadership team in scheduling and planning group and one-on-one meetings, capturing notes, and next steps
  • Facilitate accounting functions such as accounts receivables/payable, procurement/invoicing, vendor management, print media/on-line subscription budget management
  • Point of contact for HR functions regarding pre/post-employment activities such as job posting, travel, interview, on-boarding, and terminations; timekeeping
  • Provide high-level support to executive lead and staff by prioritizing workflow to ensure completion of essential projects, and meet critical deadlines

Office Operations and Administrative Support (15%)

  • Creating and maintaining a master calendar and dashboard to communicate events and progress to goals across various functional teams
  • Provide as-needed support in expense management for the leadership team
  • Support the management of office operations by working closely with the Manager, Team & Operations
  • Serve as primary phone and reception contact for the team, ensuring quality customer service among corps members, external contacts, and other team members
  • Problem solve office operations-related issues as they arise; provide real-time operational support to our team as needed
  • Ensure all staff have the necessary materials and resources to operate effectively
  • Support protocols for management of shared office space (Eg: kitchen, conference rooms)
  • Acknowledge and disseminate correspondence received adhering to strict confidentiality

Special Projects (25%)

  • Support projects across teams, such as creating/editing presentations, preparing for staff meetings, or coordinating large meetings or events that involve key community or district partners
  • Act as point person for logistical support for large regional events, including coordinating food, securing locations, preparing and duplicating key documents, and making key purchases aligning to budget
  • Coordinate and assign staff support for large events
  • Ensure alignment between programmatic needs and logistical planning for large regional events
  • Coordinate with project owners to ensure strong logistical support for event budget planning and execution
  • Support school leaders as time permits

Additional Requirements:

    • Some weekend and evening work required
    • Occasional travel to in-person meetings throughout the greater area/city
    • Responsible for independently learning software systems and expanding knowledge of technical innovations for implementation and enhancement of skill capabilities

Employment Qualifications:

Education
  • Bachelor’s degree from an accredited four year institution (highly preferred, not required)
  • High school diploma or GED, college degree or coursework required
Experience
  • 2+ years of experience in office administration reporting to senior management
Skillset
  • Excellent organization skills and unwavering attention to detail
  • Exceptional written and verbal communication skills
  • Genuine excitement for “behind the scenes” work – using efficiency and support of others to increase the results for a larger unit or team of people
  • Strong judgment and ability to handle confidential or sensitive information with a high level of discretion
  • Ability to work effectively in a fast-paced, deadline-driven environment
  • Ability to juggle several projects at once with a spirit of flexibility and positive outlook
  • Strong customer service orientation: Handle inquiries and/or incoming calls with utmost courtesy and professionalism, including mitigating issues encountered with clients or customers
  • Must be able to think independently and have the ability to handle multiple priorities
  • Advanced knowledge of MS Office Suite and Google Suite: Document red-lining, printing comments, forms, footnotes, headers/footers, track changes, tables, password protect;   Presentation design, graphs, tables, graphics, slide master, handouts; Spreadsheet layout, formulas, charts/graphs, functions, filters, printing parameters; Google drive file conversion to and from MS Office, file sharing, track changes, google forms, printing comments; Windows 10 and Google Chrome
  • Exhibit initiative, time management, organizational skills
  • Detailed oriented, and possess good analytical skills
Mindset
  • Self-aware: Aware of own strengths and areas of growth, work relentlessly to improve upon areas of growth, are open to feedback, willing to take personal responsibility, show balance in confidence vs. humility, and behave professionally
  • A passion for being part of a team-oriented, mission-driven school culture
  • Strong belief in the Legacy Prep mission and educational model, including experience implementing – or a passionate desire to learn how to integrate elements of project based learning – personalization and social emotional learning into instruction
  • High moral character
  • Values the importance of working in a diverse, inclusive, and equitable
  • Exhibits a growth mindset as an educator and lifelong learner
  • Positive and effective collaborator
  • Communication: Speak and write effectively. Inspire through communication
  • Personal organization: Prioritize and multi-task effectively. Punctual, prepared, and detail oriented
  • Passionate about continuous improvement

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Legacy Prep admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.

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