Executive Assistant and Special Projects Coordinator

Company Description

KIPP Public Schools is a non-profit network of college-preparatory, public charter schools serving elementary, middle and high school students.  Our schools are part of the free public school system and enrollment is open to all students in Baltimore City.  KIPP Baltimore was founded in 2002 with the opening of KIPP Ujima Village Academy middle school.  In 2009, KIPP Harmony Academy was launched, and they now collectively serve more than 1,500 kindergarten through eighth grade students each day.  Both schools are operated by KIPP Baltimore, whose mission is together with families and communities, to create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose —college, career, and beyond—so they can lead fulfilling lives and build a more just world. 

In addition to the high-quality academic opportunities that students receive while attending KIPP Harmony Academy and KIPP Ujima Village Academy, KIPP Baltimore also makes a long-term investment in our students both while they are at KIPP schools and beyond through the KIPP Forward program.  KIPP Forward supports and guides students to gain admission to college-preparatory high schools and supports them on pathways to post-secondary success.  KIPP Baltimore is part of a non-profit network of 255 college-preparatory, public charter schools educating early childhood, elementary, middle, and high school students. 

Job Description

KIPP Baltimore is seeking a collaborative, solutions-oriented self-starter to join our mission-driven team as our Executive Assistant and Special Projects Coordinator. The Executive Assistant and Special Projects Coordinator is charged with supporting the regional Executive Team, made up of the Executive Director, Chief Academic Officer and Chief of Staff, providing critical, high-level support.  This includes but is not limited to logistical support with the Board of Directors, support in the management of federal and state grants administered through Baltimore City Public Schools (BCPS), and management of other special projects as assigned. The Executive Assistant and Special Projects Coordinator reports to the Chief of Staff.

The Executive Assistant and Special Projects Coordinator will provide high-level administrative support to the Executive Team.  The ideal individual will be proactive and anticipatory in approach, possess excellent judgment in a variety of situations, demonstrate superior written and oral communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities.  As a representative of the KIPP Baltimore’s leadership, the successful candidate also must maintain the highest level of confidentiality and diplomacy regarding all KIPP Baltimore matters.

Duties/Responsibilities:

• Perform all administrative duties to support the Executive Director, Chief Academic Officer and Chief of Staff, enabling them to be highly effective in executing their roles.
• Manage the calendars of the Executive Director and CAO (schedule calls, plan meetings, etc.).
• Plan, coordinate, and ensure that the Executive Director’s and the CAO’s schedules are thoughtfully and effectively constructed with an eye to supporting expressed priorities.
• Provide a “gatekeeper” and “gateway” role, creating win-win situations for access to the Executive Director’s and the CAO’s time and attention.
• Work closely with the Executive Director to keep her well-informed of upcoming commitments and responsibilities, following up appropriately.
• Prepare the Executive Director for meetings by providing preparatory information.  Research, prioritize, and manage responses to incoming correspondence and requests.
• Provide a bridge for smooth communication between the Executive Team, and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.
• Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.
• Manage multifaceted program logistics and calendars for meetings and conferences, including arranging travel and catering and setting up and breaking down meeting rooms for the Executive Team’s meetings.
• Make travel arrangements for the Executive Team and other regional leaders as needed.
• Meticulous management of records for the Executive Team.
• Support effective management of the KIPP Baltimore’s schools and offices by assisting the Director of Campus Operations with specified tasks, including maintaining records and entering data into facility management or other relevant software systems.
• Support compliance with federal and state grants received by KIPP Baltimore through BCPS (e.g., Title