Position Title: Executive Coordinator

F.T.E: 1.0

Location: 910 W Van Buren St., Chicago,IL 60607

Reports To: Chief Strategy Officer

Start Date: Fall 2021

The Mission of Distinctive Schools, an educational practice leader committed to social justice and the elevation of access and achievement in historically marginalized communities, is to support each child in becoming an engaged and curious learner, a confident self-advocate, and a creative problem-solver by setting high expectations and nurturing a positive culture that honors diversity, collaboration, and optimism.

Position Description:

The Executive Coordinator provides executive-level support to the Chief level team within the Distinctive Schools portfolio including but not limited to: communicating with internal and external stakeholders on behalf of executives; calendar management; preparing various forms of communications, and expense and reimbursement management. The Executive Coordinator receives and prioritizes all incoming correspondence to the Executive Office and works with relevant stakeholders to ensure that issues are investigated fully and brought to successful resolution. In this role, the Executive Coordinator is expected to deal with items of a confidential nature and to interact appropriately at all levels of the organization and with external partners and/or authorizers visiting the DS network and/or campuses.

This person will:

• Collaborate with the executive team and manage their day to day by designing systems and processes ensuring all team's needs are met, along with allowing for crucial hands-off focus days
  
• Serve as liaison to the C Suite Team in terms of communication with answering phones and taking messages
  

• Support with coordinating meeting space reservations and catering needed for Chief-team members
  
• Maintain general upkeep of the office, including kitchen maintenance and general office care (dishwasher, plants, communication w/ landlord, cleaning team and contractors, ordering supplies, manage presentation setups and technology, streamline communication to all workspace teams)
  

• Monitor office workflow and assure compliance with established time lines, procedures and standards of quality
  
• Support the Executive Team in sourcing, writing and executing to support business development, marketing, finance, strategy and operations
  
• Compose effective correspondence independently and edit a wide variety of materials such as electronic correspondence, reports, contracts, forms, applications, memoranda
  

• Maintain the Executive Team's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel; maintains professional development and internal network calendars.
  

• Prepare and distribute selected meeting agendas and reports including research, preparation and production of data and supportive material
  

• Exercise considerable judgment and apply experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators
  
• Communicate with stakeholders and proactively manage communications for the C Team by joining meetings when asked
  
• Conserves team's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating 'next steps and follow ups'
  

• Maintain and protect all operations with complete confidentiality
  
• Prioritizes correspondence and requests addressed to the Executive, referring issues and inquiries to relevant stakeholders
  

Education

• High School Diploma or Equivalent
  

Qualifications:

• 5 consecutive years + working in a role supporting a member of senior management
  
• A minimum of directly assisting 5 C-Suite team members at the same time
  
• Ability to work effectively as a team member in a multicultural environment; develop an awareness of and respect for the customs and cultures of DS students, staff and families
  
• Experience working within an educational or non profit setting is desirable
  
• Expert in Calendar Management and assessing priorities (able to identify urgent vs important)
  
• Flexibility and the ability to work under pressure in a constantly changing fast paced environment
  
• An understanding of protocol requirements when interactive with VIP's
  
• Demonstrated ability to multitask and hit numerous deadlines simultaneously
  
• Excellent communication and follow through skills
  
• Expert in Google Suite mandatory
  
• Preferred: Project management experience
  

Distinctive Schools is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, or any other personal characteristic protected by applicable law.