Executive Assistant/Office Manager to the CEO/Superintendent

Executive Assistant and Office Manager to CEO/Superintendent
REPORTS TO:          CEO/Superintendent
FLSA STATUS:          Full-time/ Exempt
WORK SCHEDULE:  8:00 am to 5:00 pm (Mon. – Fri) May be required to work extended periods in support of events, initiatives, and special projects.

JOB SUMMARY:

The Executive Assistant and Office Manager to the President/CEO and Superintendent will deliver comprehensive administrative support, manage front desk and C-Suite operations, and ensure effective communication and coordination within the organization. This role demands exceptional organizational, communication, and multitasking skills, with a focus on maintaining efficient office systems, coordinating high-level meetings, and handling sensitive information with discretion.

ESSENTIAL FUNCTIONS:
 

• Oversee all administrative tasks for the President/CEO and Superintendent.
• Supervise the front desk operations, ensuring coverage and training of staff.
• Manage the C-Suite operations to ensure maximum efficiency and resolve issues promptly.
• Exhibit professionalism with excellent research and writing skills, fostering positive relationships with internal and external stakeholders at all organizational levels.

• Administration & Organization:
  • Oversee the President/CEO and Superintendent’s agenda and manage daily activities efficiently.
  • Coordinate and manage all travel arrangements for the President/CEO and Superintendent, ensuring cost-effective plans.
  • Establish and maintain a consistent inventory schedule to ensure a well-stocked and efficient working environment.
     
• Board Relations:
  • Serve as the primary staff contact for the Board of Directors.
  • Assist the Chief Strategy & External Affairs Officer in ensuring timely posting and distribution of the Board Agenda.
  • Ensure all logistical and administrative matters are addressed ahead of and during Board Meetings.
  • Document minutes and ensure all respective documents are signed, filed, and handled accordingly during and post-board meetings.
     
• Communication & Client Relations:
  • Supervise front desk personnel and oversee its operations.
  • Respond to a high volume of incoming calls and in-person inquiries from clients and colleagues with respect and professionalism.
  • Act as liaison and maintain open communication among senior management, board members, shareholders, middle management, and administrative staff.
     
• Other Functions:
  • Assist other personnel as required to support them in completing their work activities.
  • Other duties as assigned by President/CEO and CEO.

• Experience:
  • Professional administrative experience.
  • Effective gatekeeping skills: ability to prepare well-researched and accurate documents, manage busy calendars, and efficiently handle daily office tasks.
  • Proficient in MS Office (Word, Excel, PowerPoint, Access, and Outlook).
  • Experience in an educational setting and bilingual in Spanish is preferred.
  • Must pass a background investigation.
  • Highly organized and detail-oriented Executive Administrative Assistant with over 5 years of experience providing thorough and skillful administrative support to senior executives, including supervisory experience.
  • Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
  • Computer skills include MS Word, Excel, PowerPoint, Access, ACT, Internet.

• Education:
  • High school diploma or equivalent required. College-level courses in business practices preferred.
     
• Certificates & Licenses:
  • Valid Texas Driver’s License with a good driving record.

• Skills:
  • Performing multiple technical tasks with the need to periodically upgrade skills to meet changing job conditions.
  • Applying assessment instruments, operating standard office equipment including pertinent software applications, supervising the front desk including personnel, preparing and maintaining accurate records/case management, and utilizing group presentation skills.
     
• Knowledge:
  • Required to satisfactorily perform the functions of the job.
     
• Abilities:
  • Schedule a significant number of activities, meetings, and events.
  • Gather, collate, and classify data.
  • Use basic job-related equipment.
  • Independently work with others in a wide variety of circumstances.
  • Analyze data utilizing a variety of complex processes.
  • Operate equipment using defined methods.
  • Work with a significant diversity of individuals and groups.
  • Work with data of widely varied types and purposes.
  • Utilize specific job-related equipment.
  • Adapt to changing work priorities.
  • Communicate with diverse groups.
  • Maintain confidentiality.
  • Set priorities.
  • Work as part of a team.

• Working under limited supervision and providing leadership and knowledge to the front desk.
• Using standardized practices and methods; leading, guiding, and coordinating others; and operating within defined constraints.
• Utilizing significant resources from other work units to perform job functions.
• Continuously impacting the organization’s services.

• The usual and customary methods of performing job functions require physical demands such as some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity.
• Generally, the job requires 70% sitting, 15% walking, and 15% standing.