Executive Assistant

Company Description

KIPP (Knowledge is Power Program) is a national network of free, open enrollment, college preparatory schools dedicated to preparing students in underserved communities for success in college and in life. There are 280 KIPP schools in 21 states and the District of Columbia serving more than 175,000 scholars and alumni. KIPP Metro Atlanta currently operates eleven KIPP schools including five primary schools, five middle schools, and one high school, as well as KIPP Forward which supports students on their journey “to and through” college. The Support Team at KIPP Metro Atlanta Schools provides strategic, financial and operational support and oversight to all KIPP Metro Atlanta schools and drives initiatives designed to strengthen the schools’ academic programming and outcomes.

Job Description

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders, including senior managers, school leaders, and teachers on all matters about the Executive. The Executive Assistant also serves as a liaison to direct reports and senior leadership teams; organizes and coordinates executive outreach and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities:

Executive Support

• Manage the Executive’s calendar as well as support Executive team members with large-scale meeting requests, events, and special projects
• Plan, coordinate, and ensure that the Executive’s schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating a win-win situation for direct access to the Executive’s time
• Works closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Executive updated
• Serves as a personal and confidential assistant to the Executive; composes and prepares correspondence, letters, memorandums, presentations, and reports.
• Arrange and book travel for the Executive and Team Members
• Communicates directly, and on behalf of the Executive, with Board members, donors, Foundation staff, and others, on matters related to the Executive’s programmatic initiatives
• Researches, priorities, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature.  Determines appropriate cause of action, referral, or response
• Works closely with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Ensures the Executive receives appropriate briefing for all engagements, so s/he is fully prepared.
• Successfully completes critical aspects of deliverables with a hands-on approach, including acknowledgment letters, and personal correspondence.
• Prioritizes conflicting needs; handles matters proactively, and follows through on projects to successful completion, often with deadline pressure.
• Works collaboratively and uses initiative to ensure pending matters are completed with high quality and promptly.
• Initiates and with approval of the Executive, plans, directs, coordinates, monitors, and report activities of multiple projects to ensure timely completion of initiatives.
• Completes a broad variety of administrative tasks for the Executive including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Miscellaneous Administrative Support

• Serve as the Executive’s liaison with external contacts.
• Support Executive with internal communications, announcements and updates 
• Facilitate signatures for all KIPP Metro Atlanta Schools regional needs, including gift acknowledgement letters, financial documents, and compliance documentation.
• Prepare and submit weekly financial reports and monthly reimbursement forms for your, and the Executive’s, expenses.
• Process invoices and payments for vendor