Executive Assistant

The Executive Assistant advances organizational priorities by providing executive support, serving as the primary point of contact for internal and external stakeholders, and acts as a vital liaison for the Executive Leadership Team. The Executive Assistant also works closely with the Office Manager and Executive Assistants across teams  to oversee special projects and ensure smooth operations of daily organizational activities. This role will ultimately require comprehensive knowledge of  KIPP Texas Public Schools including our annual initiatives, strategic plan, and core values. 

ROLE RESPONSIBILITIES: 

Provide Executive Support to the Chief of Staff

• Manage an active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas; putting together a weekly plan for the Cheif of Staff with all necessary information; and compiling documents for meetings, and completing expense reports and tracks and submitting critical compliance reports.

• Optimize and manage the Chief of Staff’s availability while ensuring smooth communication with internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Serves as an organizational liaison, maintaining awareness of the internal climate and providing timely updates to the CoS.

• Plan Chief of Staff ’s work time effectively so that they are able to complete all necessary tasks on time, answer emails and phone calls within 48 hours, and spends the majority of his/her time advancing the strategy of the organization.

• Manage communication on behalf of Chief of Staff including; composing and preparing correspondence, including confidential matters; communicate directly with families of KIPP TX students, board members, external stakeholders, staff, and others, on matters related to Chief of Staff’s programmatic initiatives, meetings, crisis, and any other work.

• Provide support with finance operations for multiple budgets, including tracking invoices, approvals and signatures.

• Anticipate, research, prioritize and follow up on incoming issues and concerns addressed to the Cheif of Staff by KIPP families, staff, and external parties, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Manage relationships crucial to the success of the organization, as well as a variety of special projects for the Chief of Staff, some of which may have organizational impact.

• Manage Public Information Requests for the organization, ensuring that requests are disseminated to the proper department and responded to in a timely, accurate, and legally compliant manner.

• Partner with Office Manager and Executive Assistant team, to ensure smooth day-to-day organizational operations and administrative alignment 

Serve as Liaison for Senior Management

• Serve as a role model for executive support across KIPP TX and champions KIPP TX’s mission and core values in all interactions with all stakeholders.

• Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team.