Executive Assistant at The Foundation for Hispanic Education

Executive Assistant

TFHE-The Foundation for Hispanic Education - San Jose, CA 95127

Overview

Salary Range $70,000.00 - $101,000.00 Salary/year

Description

This position plays an important role within the organization, and holds multiple responsibilities, including but not limited to; providing executive-level support to the Superintendent/CEO and managing projects from beginning to end. The ideal candidate is accustomed to working in a high-volume, fast paced, challenging work environment; is resilient, flexible, self-motivated, pays exceptional attention to detail, and is able to handle unexpected situations, and change.

PRIMARY RESPONSIBILITIES INCLUDE:

• Provide administrative support to the Superintendent/CEO, to include the oversight of special projects, researching topics, and necessary internal and external communications.
• Responsible for heavy calendar management, requiring interaction with both internal and external constituents across all levels, to coordinate a variety of complex executive meetings.
• Assist in the management of schedules and handle calls from both internal and external sources.
• Coordinate travel scheduling and lodging arrangements.
• Prepare and initiate correspondence to include letters, memos, forms, policies and procedures.
• Support the work of the Board of Directors by assisting in preparation of meeting materials, managing day-to-day business activity for the Board, facilitating meetings and conference calls; managing logistics for Board of Directors meetings.
• Assist in the development of support program initiatives, and provide the management of such.
• Demonstrate knowledge of, and support of The Foundation's mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Assist the organization's student recruitment and enrollment efforts with the school sites and supporting departments including maintaining detailed records of incoming student data, representing the organization at public events, administering presentations, making outreach calls, upholding enrollment processes, and other duties as assigned.

Other Functions

• Perform other related duties as required, and develop and execute special projects as assigned.

Qualifications

The Executive Assistant is expected to reflect the mission and organizational values of The Foundation.

The core competencies required for this position include the following: organization, coordination, planning, proactivity, team work, persuasion, transparency, enthusiasm and approachability.

ABILITY TO:

• Communicate and interact on behalf of the organization with officials at all levels of government and to work effectively with a wide range of constituencies in a diverse community.
• Establish and maintain effective community and work relations through excellent communication, interpersonal skills and a strong customer service mentality
• Interface well with all departments of the organization, and represent The Foundation in a highly professional manner
• Apply good judgment in recognizing the scope of authority as delegated
• Deal with a wide variety of personalities and situations using tact, diplomacy and good judgment
• Maintain the security and confidentiality of specified records and information
• Effectively multi-task in a fast-paced environment with frequent interruptions
• Ability to meet established deadlines, and anticipate and resolve problems effectively
• Learn, interpret and successfully apply assigned unit's policies, procedures, rules and regulations
• Analyze situations and make decisions on procedural matters without immediate supervision
• Understand and independently complete complex oral and written instructions
• Accurately proofread written and typed materials
• Take and accurately transcribe dictation and texts of meetings

QUALIFICATIONS:

Required educational level, experience/knowledge, and skills

• Bachelor's Degree is required
• Minimum of 3 years of work experience supporting C level executives, ideally in an entrepreneurial, start-up, educational environment, and/or high growth organization
• Understanding of public charter school education preferred
• Highly proficient in administrative functions: Proper office methods and practices, filing systems, business correspondence, receptionist techniques, report writing and telephone techniques
• Excellent organization, time management and follow-up skills; high sense of urgency; demonstrated ability to successfully handle multiple projects concurrently; ability to work independently and plan, organize and prioritize assigned workload
• Thorough understanding of how to manage a busy executive
• Calm and nimble team-player under challenging conditions and schedules, maintaining a pleasant disposition at all times
• Basic school district functions, policies, rules and regulations
• Work requires willingness to work a flexible schedule and travel occasionally.
• Strong command of word processing; exemplary spelling, grammar skills, and demonstrated ability to write clearly and persuasively
• Proficient with Microsoft Office Suite (Word/Excel/PowerPoint/Outlook/Internet Explorer/Internet)
• Advanced applications in Google Docs, website maintenance, and Internet research; willingness to learn new software