Education First

Executive Assistant

  • Contract: Full-time

Job Description

Primary Duties and Responsibilities

Executive Assistants provide general administrative assistance to a team of 12-15 people who all work from virtual offices around the country. On the team, this position assumes a direct executive support role for 3-4 senior leaders that includes intensive, complex calendar management and travel planning. The Executive Assistant serves as a true partner to these individuals, allowing the senior team members to focus fully on client engagement. Occasionally, Assistants flex and help other team members with administrative tasks as needed and provide some general operations support for the organization itself.

Executive Support

  • Proactively prioritize and manage multiple assignments simultaneously, and follow through on issues in a timely manner.
  • Responsible for heavy complex calendar management of team senior leaders, including scheduling project-specific meetings and populating internal calendar with appropriate information.
  • Support financial functions for expense reconciliation and reimbursement.
  • Complex travel and itinerary management (flight tracking, travel hiccups, in-flight support, etc.)
  • Event planning logistics coordination for meetings and convenings.
  • Copyedit drafts and revisions for proposals and deliverables using PowerPoint, Word, and Excel documents to ensure they are client-ready.
  • Project support, as assigned (e.g., agenda prep, meeting materials, note taking, strategy and next steps, reports, and PowerPoint presentations)

Team Administrative Support

  • Prioritize and manage multiple assignments simultaneously, and follow through on issues in a timely manner
  • Strategic project team and sub-group meeting scheduling for hosts and participants including materials coordination
  • Coordinate logistics for meetings and convenings (e.g., conference rooms, catering, supplies, RSVP lists, hotel rooming lists, restaurant research and reservations, meeting room setup including A/V, etc.)
  • Copyedit drafts and revisions for proposals and deliverables using PowerPoint, Word, and Excel documents to ensure they are client-ready
  • Occasionally research and prepare background information in advance of meetings
  • Transcribe meeting notes as assigned
  • Help to develop and/or maintain surveys including project close debrief surveys
  • Reporting for team leads (e.g. track trends for timesheets and expenses, run project close surveys, manage final deliverables, etc.)
  • Team performance and evaluation support for team leads (e.g., feedback trend reports, scheduling annual performance evaluations, etc.)
  • Design support for Excel/Google Sheets, PowerPoint/Google Slides and Word/Google Docs
  • Assist with maintenance of file-sharing platforms
  • Troubleshoot basic technology issues and access external IT support when employees have major technology needs
  • Help build culture enriching team activities including Retreats
  • Participate in other activities as needed to support firm operations and culture

Skill Requirements

  • At least five years’ experience in a fast-paced environment supporting multiple high-volume executives and senior-level leaders with calendar management and coordination of complex meetings.
  • Experience establishing open lines of communication, or managing-up, with executive leaders to more effectively allocate their time so as to optimize their productivity and quality of work.
  • Precise communication, both orally and in writing, with a solutions focus and customer service orientation.
  • Experience scheduling complex travel arrangements and compiling expenses.
  • Ability to take initiative under pressure, identifying and acting upon the critical few tasks when faced with competing priorities
  • Thorough knowledge of MS Office with an emphasis on expertise in PowerPoint and Excel and comfortable learning new programs as necessary.
  • Flexible, resourceful and good-humored in a deadline-driven, results-oriented culture in an organization on the move and always striving for excellence.
  • Problem solver with an ability to make systems more efficient and user-friendly.
  • Team player with ability and desire to work independently with minimal supervision in a virtual environment.
  • Prior virtual employment experience is a plus

About the Company

Education First is a national education policy and strategy firm with a seasoned team of trusted advisors to the leaders responsible for delivering what many Americans want most: public education that effectively prepares all students for success in college, careers and a world of constant change. We were founded in 2006 in order to fill a need in the field for excellent consulting and advising delivered by educators and education policy advisors.

Our mission is to deliver exceptional ideas, experience-based solutions, and results so that all students and particularly low-income students and students of color are prepared for success in college, career, and life. We work closely with policymakers, practitioners, funders, and advocates to design and accelerate policies and plans that support strong systems, outstanding educators, engaged students and effective organizations and investments.

We are a team of about 60 consultants who live in nearly 20 different states and work across the nation. We are educators, policy advisors, advocates, and funders. We have served local, state and national clients in more than 40 states. We understand the complexity of public education from the classroom to national policy and we know how to navigate it. We rely on our trusted relationships and deep knowledge to develop solutions that bridge the gap between visionary leadership and pragmatic implementation. We also are hard-working and light-hearted, passionate about student success and obsessed with quality and professional growth; these are just a few of the traits we encourage and cultivate at Education First. Our vibrant culture is built upon our core ideals: original thinking, collaboration, entrepreneurialism, authenticity, and fun.

How to apply

Apply for this job online using the link below.

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