Raul Yzaguirre School for Success Charter
Raul Yzaguirre School for Success Charter is hiring: Executive Assistant/Office
Raul Yzaguirre School for Success Charter, Houston, TX, United States
Position Type:
Administration/Business Manager
Date Posted:
6/5/2024
Location:
District Office
Date Available:
Until Filled
Closing Date:
Until Filled Executive Assistant and Office Manager- Houston
Reports to: President/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.
Position Overview:
The Executive Assistant/Office Manager to the CEO/Superintendent is entrusted with the comprehensive management of the C-Suite, ensuring the seamless coordination and productivity of the support staff to produce high-quality, timely deliverables that meet organizational objectives. This role entails the meticulous administration of the daily functions of the CEO/Superintendent, maintaining an efficient and well-organized C-Suite, and serving as a liaison with internal and external stakeholders, including Senior Leadership and the Board of Directors, to uphold an exceptional standard of service and support. The successful candidate will exhibit resourcefulness and the capacity to manage and execute a range of routine to complex, confidential duties with discretion and diplomacy. They will demonstrate a rigorous attention to detail, a high level of professionalism, and an acute ability to prioritize tasks effectively. Positive Outcomes: • Enhanced Executive Efficiency • Streamlined Scheduling and Meeting Coordination • Improved Front Desk Operations • Optimal C-Suite Operations and Relationship Building Essential Functions:
Administration & Organization
• Precisely create and maintain presentations, spreadsheets, databases, briefings, and other critical documents for the President/CEO, Superintendent, and the C-Suite. • Effectively manage the President/CEO and Superintendent's calendar, including coordinating, booking, and providing comprehensive administrative support for meetings. • Oversee all travel arrangements for the President/CEO and Superintendent, as well as the CSuite ensuring plans are both efficient and cost-effective. • Administer the President/CEO and Superintendent's K12 approvals for credit card requests, travel requests, and service agreements, ensuring seamless administrative operations. • Oversee President/CEO and Superintendent's credit card usage and reporting. • Establish a consistent inventory schedule to maintain an efficient and well-stocked working environment. • Serve as a resource to staff, to facilitate efficient procurement processes and travel arrangements. Board Relations • Serve as the primary staff liaison for the Board of Directors. • Assist the Chief Strategy & External Affairs Officer in ensuring the timely posting and distribution of the Board Agenda. • Address all logistical and administrative matters in preparation for, and during, Board Meetings. • Accurately document meeting minutes and ensure all related documents are appropriately signed, filed, and managed during and after Board Meetings. Communication & Stakeholder Relations • Supervise front desk personnel and oversee all front desk operations. • Respond to a high volume of incoming calls and in-person inquiries from clients and colleagues with professionalism and respect. • Act as a liaison and maintain open communication channels among senior management, board members, shareholders, middle management, and administrative staff. • Demonstrate professionalism with superior research and writing skills, fostering positive relationships with both internal and external stakeholders at all organizational levels. Event Planning and Execution • Support the planning and execution of major events and high-level meetings, ensuring all logistical aspects are meticulously managed. • Collaborate with Strategy & External Affairs team, and internal stakeholders to ensure the successful execution of events. • Coordinate space allocation at the central office/flagship campus to ensure smooth operations. Other Functions • Aid other personnel as required to support the completion of their work activities. • Consistently present a professional image, demonstrating the highest levels of ethics, integrity, discretion, and confidentiality in all interactions. • Effectively multitask and manage multiple competing priorities. Skills, Knowledge, and Abilities: Skills • Proficient in Microsoft Word, Excel, and PowerPoint • Excellent verbal and written communication skills • Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner • Proactive multi-tasking ability • Highly adaptable to meet changing job conditions Knowledge • Knowledge of office administration, policies, practices, and procedures Ability • Availability and willingness to work after hours, including evenings, weekends, and holidays, as needed to meet the demands of the role. • Schedule a substantial number of activities, meetings, and events. • Gather, collate, and classify information. • Use basic job-related equipment. • Independently work with others in a wide variety of circumstances. • 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. Responsibilities: • 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. • Opportunity to impact the Organization's services continuallule - 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:
Skills:
Administration/Business Manager
Date Posted:
6/5/2024
Location:
District Office
Date Available:
Until Filled
Closing Date:
Until Filled Executive Assistant and Office Manager- Houston
Reports to: President/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.
Position Overview:
The Executive Assistant/Office Manager to the CEO/Superintendent is entrusted with the comprehensive management of the C-Suite, ensuring the seamless coordination and productivity of the support staff to produce high-quality, timely deliverables that meet organizational objectives. This role entails the meticulous administration of the daily functions of the CEO/Superintendent, maintaining an efficient and well-organized C-Suite, and serving as a liaison with internal and external stakeholders, including Senior Leadership and the Board of Directors, to uphold an exceptional standard of service and support. The successful candidate will exhibit resourcefulness and the capacity to manage and execute a range of routine to complex, confidential duties with discretion and diplomacy. They will demonstrate a rigorous attention to detail, a high level of professionalism, and an acute ability to prioritize tasks effectively. Positive Outcomes: • Enhanced Executive Efficiency • Streamlined Scheduling and Meeting Coordination • Improved Front Desk Operations • Optimal C-Suite Operations and Relationship Building Essential Functions:
Administration & Organization
• Precisely create and maintain presentations, spreadsheets, databases, briefings, and other critical documents for the President/CEO, Superintendent, and the C-Suite. • Effectively manage the President/CEO and Superintendent's calendar, including coordinating, booking, and providing comprehensive administrative support for meetings. • Oversee all travel arrangements for the President/CEO and Superintendent, as well as the CSuite ensuring plans are both efficient and cost-effective. • Administer the President/CEO and Superintendent's K12 approvals for credit card requests, travel requests, and service agreements, ensuring seamless administrative operations. • Oversee President/CEO and Superintendent's credit card usage and reporting. • Establish a consistent inventory schedule to maintain an efficient and well-stocked working environment. • Serve as a resource to staff, to facilitate efficient procurement processes and travel arrangements. Board Relations • Serve as the primary staff liaison for the Board of Directors. • Assist the Chief Strategy & External Affairs Officer in ensuring the timely posting and distribution of the Board Agenda. • Address all logistical and administrative matters in preparation for, and during, Board Meetings. • Accurately document meeting minutes and ensure all related documents are appropriately signed, filed, and managed during and after Board Meetings. Communication & Stakeholder Relations • Supervise front desk personnel and oversee all front desk operations. • Respond to a high volume of incoming calls and in-person inquiries from clients and colleagues with professionalism and respect. • Act as a liaison and maintain open communication channels among senior management, board members, shareholders, middle management, and administrative staff. • Demonstrate professionalism with superior research and writing skills, fostering positive relationships with both internal and external stakeholders at all organizational levels. Event Planning and Execution • Support the planning and execution of major events and high-level meetings, ensuring all logistical aspects are meticulously managed. • Collaborate with Strategy & External Affairs team, and internal stakeholders to ensure the successful execution of events. • Coordinate space allocation at the central office/flagship campus to ensure smooth operations. Other Functions • Aid other personnel as required to support the completion of their work activities. • Consistently present a professional image, demonstrating the highest levels of ethics, integrity, discretion, and confidentiality in all interactions. • Effectively multitask and manage multiple competing priorities. Skills, Knowledge, and Abilities: Skills • Proficient in Microsoft Word, Excel, and PowerPoint • Excellent verbal and written communication skills • Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner • Proactive multi-tasking ability • Highly adaptable to meet changing job conditions Knowledge • Knowledge of office administration, policies, practices, and procedures Ability • Availability and willingness to work after hours, including evenings, weekends, and holidays, as needed to meet the demands of the role. • Schedule a substantial number of activities, meetings, and events. • Gather, collate, and classify information. • Use basic job-related equipment. • Independently work with others in a wide variety of circumstances. • 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. Responsibilities: • 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. • Opportunity to impact the Organization's services continuallule - 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.
- Required to satisfactorily perform the functions of the job.
- 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.