The Amber Charter School Network seeks an Executive Assistant. The Board of Trustees of Amber Charter School has received a charter to replicate another school (“Amber II”). Amber II will be located in the Washington Heights neighborhood. The Board of Trustees aims to open Amber II in Fall 2016. Together Amber I and Amber II will make up The Amber Charter School Network.
Executive Assistant Position Summary
The Executive Assistant to the Executive Director’s primary responsibility is to provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the team’s success. Specifically, the position is responsible for providing assistance to the ED, providing general office management, and meeting and event coordination.
Essential Duties and Responsibilities
Provides comprehensive support services to the ED that ensures a professional, responsive and effective experience with the organization as a whole.
Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-today engagements.
Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
Duties
Writes error-free, eloquent emails and letters for various events and announcements.
Updates and maintains phone lists for ED.
Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilities relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
Provides complex travel arrangements. Becomes familiar with specific detailed needs of the ED and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
Accurately tracks expenses for ED by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
Maintain confidentiality and uses a high degree of discretion.
Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, Board and subcommittees, cabinet, etc.
Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
Uses Outlook, Word, Excel, PowerPoint to produce materials for internal and external meetings and conferences.
Takes notes and distributes meeting minutes, agendas and meeting packages.
Acts as liaison with Board of Trustees as needed.
Sets up staff meetings, maintains electronic staff calendars and organizes team events.
Answers and directs calls and emails of the ED of a general nature.
Provides timely and proactive management of the organizations office environment.
Maintains physical and electronic office filing systems for ED.
Responsibilities
Maintains punctual, regular and predictable attendance.
Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
Provide systemic and dependable follow-up, as well as a high level of organization and preparedness.
Maintains workflow under pressure and in a fast paced, high-profile work environment.
Respectfully takes direction from ED.
Other duties as assigned.
Qualifications
High school diploma required. College coursework preferred. Five to seven years’ professional experience in an executive assistant role preferred. Experience with Microsoft Office and Outlook required. Adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processions, presentation creation/editing, communicate by email and use scheduling software.
Strong verbal and written communication skills in English and Spanish. Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of parents or employees of the organization.
Reporting: Executive Assistant reports to the Executive Director.
How to apply
Please e-mail your resume and cover letter to jobs@ambercharter.org with “Executive Assistant” in the subject line.