Executive Assistant to Chief Officer

Description

Executive Assistant (to Chief X Officer)

Role Mission: The role of the Executive Assistant is to support the Chief with calendaring logistics, planning, and execution to ensure that team meetings and events are executed with strong vision and contribute to a high-quality experience. The Executive Assistant will also manage the travel support for the Chief, Chief of Staff, and any necessary team members. The executive assistant also manages the financial responsibilities of the office of the Chief. The executive assistant provides front-line communications support for the Chief department by responding to e-mails, mail, and phone calls ensuring prompt responses with an incredible amount of judgment, confidentiality, and discretion. In addition to the regularly executed tasks above, the Executive Assistant will support the Chief of Staff with various project tasks to ensure goals and implementation are met.

Supervisory Responsibilities: No Supervisor Responsibilities.

Location: This is a full-time remote position based in Texas, with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate.

Travel Expectations: Up to 20% of the time during the busiest parts of the year.

Essential Duties

What You’ll Do – Accountabilities

Financial matters for the Office of the Chief are managed with integrity, excellence, and diligence

Understand the Chief voice to draft correspondence, presentations, and manage front-line communications

Ensure the email inbox of Chief is categorized and organized and all emails receive appropriate timely response

Manage team meeting logistics and take notes. Disseminate meeting notes and next steps and follow up on all agreed-to commitments and hold members accountable to do the same

Manage the Chief’s calendar by assisting with travel arrangements including flights, hotel, and car rentals and ensuring all meeting requests are reviewed and calendared

Support the Chief of Staff’s key initiatives, projects, and events through timely task completion

Provide excellent and timely internal and external customer service on behalf of the Chief

Additional Duties And Responsibilities

• Additional Duties as assigned.
  
  

Knowledge and Skills – Competencies

• Make Strategic Decisions: This team member makes informed decisions by gathering reliable information, asking clarifying questions, and evaluating multiple options. They thoughtfully align their choices with team objectives, current responsibilities, and the broader mission of the organization.
• Manage Work and Teams: This team member sets clear, measurable goals and regularly reflects on progress, adjusting actions as needed. They prioritize work aligned with their goals using a task management system and consistently meet deadlines through effective time management.
• Grow Self and Others: This team member demonstrates self-awareness by actively seeking and thoughtfully responding to feedback with curiosity and a growth mindset. They identify development areas, implement feedback when appropriate, and pursue opportunities to build their knowledge and skills.
• Build a Culture of Trust: This team member consistently demonstrates self-awareness and emotional intelligence, fostering psychological safety and trust within the team. They build respectful, reliable relationships and engage in direct, compassionate feedback, supporting a culture of honesty and mutual respect.
• Communicate Deliberately: This team member communicates clearly and professionally, delivering concise messages tailored to their audience. They actively listen, engage in dialogue by asking and clarifying questions, and follow up to ensure shared understanding in both individual and group settings.
  
  

Additional Skills

• Emotional maturity
• Demonstrated ability to handle confidential information with discretion

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• Excellent oral, written, and presentation skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details
• Well-rounded interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Strong computer literacy that includes an understanding of Microsoft Office Suite (i.e., Word, Excel, PowerPoint)
• Highly resourceful, problem-solving team-player and strong individual executor
  
  

Required Education And Experience

• 5-7 years related experience
• Bachelor’s degree or higher
  
  

Preferred Education And Experience

N/A

Physical Requirements

• Bending, stooping, standing, vision, lifting, walking
  
  

What We Offer

Compensation & Benefits:

Salaries for people entering this role typically fall between $58,400 and $67,200, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment.

Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

• IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.
  
  

Application Process

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.

Learn more about IDEA

At IDEA the Staff Experience Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members. Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values