Job Description

EXECUTIVE ASSISTANT POSITION OVERVIEW

The Executive Assistant to the Executive Director is responsible for coordinating and managing some of the office of the Executive Director's most critical functions. These vital functions include providing administrative support to the Executive Director and assisting in the planning, implementing, directing, and maintaining of Regional programs by providing a wide variety of complex and confidential administrative and secretarial support, analyzing requests and providing recommendations for action; communicating information on behalf of the Executive Director to the governing board, staff, other government agencies, and stakeholder groups. 

This role requires outstanding customer service, enthusiasm, communication and planning skills, meticulous attention to detail, accuracy, follow-through, and self-motivation. 

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO: 

• Meet daily and weekly with the Senior Executive Advisor to ensure the Executive Directors priorities are defined and they are prepared to meet goals and complete daily and weekly key tasks. 
• Proactively managing, reassessing and restructuring the Executive Director's calendar to ensure that her time is structured such that she will be able to attend to priorities and deadlines. 
• Ensure the Executive Director is prepared for all meetings (logistics, materials, follow-up materials) knowing the purpose, goals, outcomes and the ED’s role in the meeting. 
• Create and maintain appropriate project documentation (i.e., project charters, project plans, budgets and reconciliations, and issue logs) as needed by the Executive Director
• Handling internal and external correspondence
• Maintaining the current filing and database system, and looking for ways to improve current systems
• Coordinate and oversee travel arrangements and expense reports for the Executive Director, handles communications and appointments in a timely and efficient manner 
• Manage electronic systems for the Executive Director 
• Coordinate with the Senior Executive Advisor to ensure the Executive Director is prepared for Board Meetings and that the Board of Trustees remains in compliance with state rules and regulations.
• Manage office supplies, materials, furniture,  organization and upkeep, and other office responsibilities as requested by the Executive Director 
• Manages or supports with special projects assigned by the Executive Director and progress on all Regional projects
• Performs other duties relative to the overall operations of KIPP Massachusetts as assigned.

This job posting/description may not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Qualifications

QUALIFICATIONS: SKILLS & DISPOSITION 

• Excellent people skills with a focus on the management of stakeholder relationships and customer service; professional discretion and sound judgment
• Substantial project and time management skills, effectively backward plan, juggling multiple priorities and delivering consistent, timely and accurate results
• Excellent verbal and written communication skills
• Ability to learn quickly; improvement orientation; learner mindset

QUALIFICATIONS: EDUCATION & EXPERIENCE 

• A Bachelor's degree is preferred but not required
• Strong experience supporting an executive or other leader with tasks similar to this work (scheduling, meeting management, communications, etc) supporting an executive or other leader with tasks similar to this work…) 
• Proficient Microsoft Office Suite and Google Workspace

Additional Information

WHAT WE OFFER

The starting base salary for this exempt position is $50,000 to $65,000 (per 1.0 FTE/45 hours per week) with a $1,000 signing bonus—and $2,000 retention and $3,000 longevity bonuses in subsequent years. We offer a comprehensive tiered benefits plan, with a competitive employer contribution toward premiums for health insurance, including coverage for spouse/domestic partner and/or children. Other benefits include dental and vision plans, flexible PTO, life insurance, work-life balance benefits, paid family and medical leaves, flexible spending account options, parenting and elder care benefits, free access to financial coaching and services, commuter benefits, 403(b) plans, individualized coaching, and referral bonuses. KIPP MA may offer a relocation stipend to help defray the cost of moving for this role, where applicable.

All staff and educators at KIPP MA are committed to anti-racism and inclusion, are part of a close-knit diverse community, and are encouraged to show up authentically, inspiring our children to do the same. For more information on the benefits of joining KIPP MA, please view our Employee Value Proposition. 

APPLICATION PROCESS

INTERNAL CANDIDATES: If you are currently a member of the KIPP MA team, please apply by emailing your resume to the Recruitment Team at Talent@kippma.org.  Be sure to indicate to which position you wish to apply.     

EXTERNAL CANDIDATES: If you do not currently work for the KIPP MA team, please visit our job board athttps://careers.smartrecruiters.com/KIPP/massachusetts and complete an online application.

1. The KIPP MA Recruitment Team will select candidates to move forward to the video/phone screen interview stage.
2. Following the phone interview, the KIPP MA team will invite qualified candidates to interview with KIPP MA School or Regional Office Teams.