Executive Assistant

Job Description
The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders, including senior managers, school leaders, and teachers on all matters about the Executive. The Executive Assistant also serves as a liaison to direct reports and senior leadership teams; organizes and coordinates executive outreach and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
 
Key Responsibilities:
 
Executive Support
Manage the Executive’s calendar as well as support Executive team members with large-scale meeting requests, events, and special projects
Plan, coordinate, and ensure that the Executive’s schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating a win-win situation for direct access to the Executive’s time
Works closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Executive updated
Serves as a personal and confidential assistant to the Executive; composes and prepares correspondence, letters, memorandums, presentations, and reports.
Arrange and book travel for the Executive and Team Members
Communicates directly, and on behalf of the Executive, with Board members, donors, Foundation staff, and others, on matters related to the Executive’s programmatic initiatives
Researches, priorities, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature.  Determines appropriate cause of action, referral, or response
Works closely with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
Ensures the Executive receives appropriate briefing for all engagements, so s/he is fully prepared.
Successfully completes critical aspects of deliverables with a hands-on approach, including acknowledgment letters, and personal correspondence.
Prioritizes conflicting needs; handles matters proactively, and follows through on projects to successful completion, often with deadline pressure.
Works collaboratively and uses initiative to ensure pending matters are completed with high quality and promptly.
Initiates and with approval of the Executive, plans, directs, coordinates, monitors, and report activities of multiple projects to ensure timely completion of initiatives.
Completes a broad variety of administrative tasks for the Executive including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
 
Miscellaneous Administrative Support
Serve as the Executive’s liaison with external contacts.
Support Executive with internal communications, announcements and updates 
Facilitate signatures for all KIPP Metro Atlanta Schools regional needs, including gift acknowledgement letters, financial documents, and compliance documentation.
Prepare and submit weekly financial reports and monthly reimbursement forms for your, and the Executive’s, expenses.
Process invoices and payments for vendors.
Handle all administrative tasks, including responding to routine inquiries, printing, copying, scanning, mailings, and faxes.
Manage contacts and voicemail correspondence for the Executive
Provide support for other projects and tasks as requested by the Executive
Proactively develop systems to increase the organization and efficiency of the Executive
 
Miscellaneous Regional Office Support
Scheduling ad-hoc requests for meeting space