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CEO & Strategy Executive Assistant

This is a full-time position located anywhere in the country, Nashville is preferred but not required.

What You’ll Do:

The CEO & Strategy Executive Assistant is a highly motivated, organized, and thoughtful supporter of the CEO’s daily operational management. You will manage the CEO’s scheduling, stakeholder communication and contact, logistics, travel, and reimbursements, involving constant internal and external communication. You will be responsible for coordinating with internal team members, external stakeholders, peer organizations, funders, and board members, establishing solid relationships and follow-through of all communications. Additionally, you will support the work of our Finance and Strategy Team by maintaining funder systems and helping pull together grant proposals, reports, and pitch materials. You are organized and consistently able to produce high-quality work products. You are a team player who is always willing to support the efficiency and effectiveness of our CEO. This role will report to the Chief, Finance & Strategy and work directly with the CEO.  

Responsibilities:

  • Support the CEO (70% of Work Time):
    • General:
      • Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company.
      • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
    • Scheduling & Travel:
      • Meet with the CEO regularly to stay on top of her schedule and priorities, both personal and professional, and help her meet her goals by allocating her time to her priorities
      • Manage and monitor the CEO’s schedule and calendar, including booking all meetings, phone calls, travel, events and reimbursements
        • Performs a “gatekeeper” role for the CEO’s schedule.
      • Independently create trip plan options and proposals for the CEO (including both personal and professional) and book all of the CEO’s travel, including flights, hotels, and transportation;
      • Draft copy for and ghost write emails to partners, peer organizations, and other stakeholders; send both customized and mass emails on behalf of the CEO
      • Support the CEO in cultural touch points and relationship-building with team members by staying abreast of team member happenings and relaying relevant updates
    • Communication:
      • Provide a bridge for smooth communication between the CEO and internal teams, demonstrating leadership to maintain credibility, trust, and support among leadership
      • Manage all contacts with a thorough understanding of who’s who, proactively keeping track of all communication needs for these contacts and prioritizing correspondences based on subject matter, time sensitivity, and level of leadership
    • Meetings & Logistics:
      • Run point and manage logistics for meetings; take notes during meetings, as needed; and assist the CEO in following up on meeting next steps
    • CEO Event Support:
      • Prepare event briefing documents
      • Work with the event team on proper tech set-up, bio and materials submissions, etc. in advance
      • Support Emily on pulling together materials (i.e. pull together a PowerPoint and work with the Marketing and Communications team to finalize it, meeting all deadlines)
    • Team Coordination:
      • Work with the Coordinator, Organizational Development to ensure alignment of work across teams and appropriate scheduling
  • Support the Finance and Strategy Team (30% of Work Time)
    • Development & Fundraising Work:
      • Support cross team communication and organization
      • Serve as the project coordinator on grant proposals & reports; 
        • Set up Google Docs, set timelines, send emails and reminders to the team, and submit applications and reports through funders’ online portals Update and maintain funder database in Salesforce, including contact management, data entry, and notes/next steps logging
      • Pull and compile weekly task emails for the CEO and other fundraisers from Salesforce
      • Track all active grants

Candidate Qualifications and Traits:

  • Strong written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Knowledge of the responsibilities of an Executive(s) or comparable executive official and the relationship with other (CEO) executives, managers, and supervisors
  • Ability to work under pressure in a fast-paced environment;
  • May be required to be accessible during non-business hours, especially when CEO is traveling
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Adaptable to and flexible with frequent changes
  • Strong computer skills using expert Microsoft Office Product skills (PowerPoint, Excel, Word, and Google Suite) ; experience with a CRM, like Salesforce, is preferred 
  • Ability and willingness to travel locally, regionally, and/or nationwide for team retreats and events a few times per year.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, executive team, external partners, and funders
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions

Education & Experience:

  • High school diploma required; Associate degree or higher preferred
  • One to three (1-3) years of Executive Assistant experience to a senior leader preferred
  • Two (2) to five (5) years of administrative experience required
  • Experience in the non-profit sector preferred

Our Commitment to Diversity, Equity, and Inclusion in Hiring:
At Instruction Partners, we know that difference enhances, transforms and strengthens our ability to serve students and schools. We invite and celebrate diversity of all perspectives, and we are deeply committed to ensuring equitable access and voice throughout our organization. Instruction Partners is proudly an equal opportunity workplace, and we value the inclusion of persons who have experienced poverty and/or for whom English is not their first language, and every race, gender identity, sexual orientation, disability, culture, ancestry, religion, national orientation, age, marital status or Veteran status. Join us, and let's work together to support great teaching and accelerate learning for every student.

Compensation:

The salary range for the CEO & Strategy Executive Assistant role is $42,000 - 62,000, depending on team  and external experience and city of residence.  
*Note: Salary for this level is dependent on funding.

Detailed information about the organizational compensation philosophy is available upon application. Competitive benefits and private retirement investment options are available, as well as a generous vacation and team holiday and break policy.

Timeline: 

Instruction Partners will be engaging in the review and selection process for this role as soon as possible, with a targeted start date in September, 2021. 

Our Vision

All students experience an excellent education that prepares them to contribute to their community, achieve economic security, and pursue their dreams.

Our Mission

We work shoulder to shoulder with educators to support great teaching and accelerate student learning. We focus on small systems, both districts and charters, and we work to ensure equitable access to great instruction for students in poverty, students of color, students learning English, and students with disabilities.

Our Core Values

Live Big-Hearted

We care deeply about ourselves, each other, our work, our partners, and the students we serve. We value the differences each other brings to the table because we know diversity of voice, thought, and experience makes us better. We operate joyfully and without ego, collectively focused on the broader good.

Choose Optimism

We believe that, with the right support, every student can succeed. We have the courage to lean into challenges and believe in the possibility of overcoming obstacles while holding a high bar for ourselves, partners, educators, and students. As we advance antiracist actions, our path may not be smooth, but we will walk it anyway because we have faith that the journey will make our team and our education system better.

Advance Antiracism

We create and uphold space for all team members, partners, and students so they are seen, valued, and heard. We lift the voices and experiences of Black, Latinx, Native, and Asian people. We actively look for and confront patterns and systems that cause inequitable harm in order to create more equitable outcomes within our organization and with partners. We embrace diverse expressions of excellence that make our team more inclusive and effective.

Read our commitment to antiracist action.

Be Honest

We are open, authentic, and truthful with ourselves, teammates, and partners. Our trust in each other and our work gives us the courage to lean into difficult conversations, put forth new ideas, and give and receive feedback through the lens of equity of voice and experience. We understand the intense and gripping nature of our work, so we name our needs to ensure we are practicing self-care and love within our beloved community.

Get Practical

We believe support should be thoughtful by meeting people, schools, and systems where they are. We leverage the voices, strengths and stories of families, educators, partners and teammates to find answers, because we know there isn’t a “one size fits all” solution to the challenges of our education system. We always look for ways to work smart, focus on the most relevant impact, and reduce friction to make it easier to take action while grounding our progress in equity.

Keep Learning

We know and love that we don’t yet have all the answers because we are nerds for learning, even when it’s hard or ambiguous. We actively pursue new knowledge, research, and evidence so that we can leverage the latest insights and best practices in our work, then we put that knowledge to work in partnership with our team, our partners, and the students and communities we serve. We respect the learning that springs from our own anti racist journeys, and vow to activate our knowledge in pursuit of equity and excellence.

How We Work

Instruction Partners is a nonprofit organization dedicated to excellent instruction for all students, with a focus on students in poverty, students with disabilities, students learning English, and students of color. We keep one foot in practicality and the other in evidence-based best practices, because we believe that leveraging high-quality, grade-level content and providing just-in-time supports will accelerate learning for all students.

Instruction Partners spends time getting to know the needs of the educators, leaders, and systems it serves, allowing the team to custom-build service plans to support partner goals. Partnerships include on-the-ground support, and partnership team members serve as thought partners to the school systems they serve, a team educators can reach out to and feel supported by.

Instruction Partners provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Instruction Partners complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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