Executive Assistant to Chief Executive Officer

The Executive Assistant provides personalized executive and administrative support to the Chief Executive Officer (CEO) and members of the Executive Team when necessary. The ideal candidate has the ability to exercise good judgment and resourcefulness in a variety of situations and possesses strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is critical: ensuring that operations within the office are carried out with the highest level of quality, making recommendations for improvements, and developing workflow processes and procedures as needed. The Executive Assistant performs work that is confidential in nature. The Executive Assistant reports to the CEO.

This is a 12-month position, which is exempt and therefore not eligible for overtime pay under

the provisions of the Fair Labor Standards Act.

Expectations & Requirements of this role

• Leadership and problem-solving skills.
• Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
• Ability to carry on several simultaneous assignments, with close attention to details, schedules, and deadlines.
• Outstanding organizational skills and close attention to detail and multi-step processes.
• Ability to manage ambiguity and multiple priorities.
• Ability to handle confidential and sensitive information.
• Desire and ability to anticipate the needs of the CEO.
• Proactive problem solver who demonstrates initiative.
• Outstanding written and oral communication skills.
• Ability to self-direct and prioritize among competing goals and to initiate process improvements.
• Flexibility and willingness to contribute when necessary to projects outside of one's own department.
• Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
• Proficient in Microsoft Office Suite, Google Workspace Tools, and video conferencing platforms (i.e., Zoom).
• Flexibility to support the Chief Executive Officer outside of standard hours
• Representative of the Chief Executive Officer at all times through dress, behavior, and demeanor
• Utilizing down time to take initiative to support work on larger projects and other needs of the Executive Team

The responsibilities of the Executive Assistant include (but are not limited to):

Chief Executive Officer Support

• Supporting the CEO with scheduling meetings and appointments. Triaging the CEO time in accordance with school priorities. Keeping the CEO apprised of commitments and deadlines.
• Providing administrative support as needed.
• Screening and responding to calls, e-mails, and mail to the CEO; highlighting and prioritizing items of importance. Referring and handling routine matters on one's own initiative.
• Manage all scheduling and travel logistics for the CEO.
• Complete monthly expense reports.
• Maintain strong relations with key stakeholders, including Board members, senior leadership, and staff.
• Expanding the CEO presence and reach by supporting campuses when possible, attending campus events, and capturing photos to use in correspondence.
• Drafting monthly parent newsletter for CEO review
• Drafting monthly staff newsletter for CEO Review
• Ensuring all events and meetings scheduled for the Chief Executive Officer consider the value of time.
• Supporting other members of the Executive Team with particular projects and administrative support as needed
• Capturing notes and next steps at E-Team and ALT Meetings; Sharing action steps with pertinent staff immediately following the meeting to ensure efficiency

Governance

• Facilitating and managing communications with the Board of Trustees.
• Working with the CEO to prepare packets for board meetings and disseminating information in advance of meetings
• Maintaining the shared board folder.
• Ensuring compliance with the Open Meetings Act
• Handling logistics for board meetings, retreats, and other Board related events.
• Taking minutes as needed at board meetings and committee meetings (attending Committee Meetings in order to support note taking), and sending them to the CEO for review.
• Supporting the CEO in tracking and reporting progress on board initiatives.

Communications & Outreach

• Supporting the CEO with outreach to key stakeholders, including parents, staff, community members, and partner organizations.
• Supporting the CEO with parent and community outreach efforts.
• Organizing information and resources for visitors.
• Scheduling visitors and planning for visits, including communicating and coordinating with necessary staff.
• Training student ambassadors and developing and defining the student ambassador program at Capital City.
• Maintaining a master list of community partnerships, gathering details on partnerships from key staff, and communicating with partners as needed.

Strategic Initiatives/Projects

• Supporting key projects an…