Executive Assistant COO

Executive Assistant COO

Location: Lower Valley

Role Mission:

The Operations Executive Assistant reports directly to IDEA's Chief Operating Officer and supports the Operations leadership team directly and the Operations HQ and campus teams indirectly. The Executive Assistant to the Chief Operations Officer's main role is to support the COO and the Senior Operations team with program logistics, financial and budget support, and other support systems to ensure effectiveness of the entire team including the management of team expenditures through the Tyler Munis database.

Accountabilities:

95% COO calendar accuracy

• Conserve COO's time as best as possible.
• Maintain COO's calendar by planning, scheduling, and confirming meetings and travel
• Ensure COO calendar is accurate, there are no double bookings and meetings are re-scheduled well in advance following agreed upon calendaring priorities
• Record, track, and communicate follow-up from meetings
• Schedule regular strategy meetings and step-backs

99% of tasks assigned by or for COO are reported as performed satisfactorily or very satisfactorily

• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures
• Anticipate and independently manage the many small, though important, details for daily execution
• Ensure all assigned tasks are completed by deadline, deliver on all agreed-to commitments and hold others accountable to do the same

90% of participants "agree" or "strongly agree" that meeting/event logistics were managed well according to post-event/meeting surveys

• Plan, manage, and execute all logistics and materials for routine meetings, as well as for events and meetings that support strategic priorities, including step-backs for Ops team, including preparing logic
• Support Ops events, trainings, and meetings as needed
• Work with vendors to deliver necessary services on time and with the highest quality
• Communicate effectively with participants before, during, and after each convening

Financial Team Management

With COO guidance, balance Ops budgets ending the fiscal year with 90% of accounts without a negative balance

95% of month end reconciliation for all accounts are complete by the 2nd of every month for COO and VP Information System with zero findings

Outline, share, and execute on month end reconciliation process with Ops leaders

Add descriptions and account codes for all leader purchase cards every Friday

Request missing receipts from purchase card holders every Friday

Ensure all purchase cards under your purview are accurately reconciled and submitted on time

95% of financial transactions (mileage or other reimbursements, per diem, travel arrangement requests, or requisitions) are processed within 3 business days from being entered into the online spreadsheet with complete documentation

Communicate processes clearly to Ops members and guide them through completion

Process requests within 3 business days as appropriate, e.g., make travel arrangements or submit requests in Tyler Munis system

Live values of IDEA

• Believes and is committed to our mission: that all students are capable of getting to and through college.
• Is driven by outcomes and results and wants to be held accountable for them.
• Has a propensity for action, is willing to make mistakes by doing in order to learn and improves quickly.
• Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change.
• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization.
• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes.
• Embodies IDEA's core values.

Competencies :

• Highly Organized
• Quick Learner
• Self-motivated and driven to action

Selection Process: After submitting your online application, IDEA will review your materials. Candidates with a track record of success who pass the initial application screening will be invited to a phone or video interview. Candidates who are successful with this second interview will move into final consideration by the hiring manager.

Application Instructions: Please select "Apply Now" in the upper-left hand corner of this page. You will then be taking to the application portal entrance. After you create a new profile, you will be able to apply directly for this role. If you have already created a profile, you may simply login to begin your application.

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.