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Executive Assistant and Special Projects Manager (Immediate Opening)

Employer
IDEA Public Schools
Location
Houston, TX, United States
Salary
Competitive

Job Details

Description
Position at IDEA Public Schools

IDEA Greater Houston Area was announced in 2017 and we are preparing for an rapid expansion plan. Houston is known for being one of the most diverse cities in America, yet children of color and children living in poverty continue to lack access to the highest quality schools. We are the fourth largest city, with more than 51 independent public school districts and the home base for two fantastic public charter school operators, Yes Prep and KIPP Texas-Houston.

Houston's reputation is based on economic opportunity and affordable living with a massive sprawl that exceeds the size of New Hampshire.Despite the presence of great public charter schools and a strong district magnet schools system, the need for more great schools is ever present. IDEA Greater Houston Area will help solve the challenge to offer more children a choice-filled life through a transformational public education.

Fully cognizant of the need across the Greater Houston Area, IDEA Public Schools will launch with a commitment to open our first four schools in 2020 and follow with an ambitious growth plan to grow to 20 schools by 2025-26 andultimately serve15,000 students once fully enrolled

Role Mission:

Reporting directly to the Executive Director, the Executive Assistant and Special Projects Manager (EA/PM) provides executive support in a one-on-one working relationship, but also serves as a leader in ensuring the regional team is on track to meet ambitious goals for school launch, operation, and regional success. The EA/PM serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. The EA/PM also serves as a liaison to the regional board of directors and team and organizes and coordinates executive outreach and external relations efforts . The first 120 days of work include significant Executive Assistant tasks, followed by the management of projects directly related to the Executive Director's function and in coordination with other key players including, but not limited to: school town halls, groundbreakings, open houses for student recruitment, and staff hiring days.

The EA/PM must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Project Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Accountabilities Rating & Comments
  • (50%) Executive Support Duties - Provide incredible support to the regional executive team for exemplary logistics, communication, and management of tasks and priorities. For the first 120 days, these duties will serve as the main function for the EA/PM.
    • Completes a broad variety of administrative tasks for the Executive Director including: managing an active calendar of appointments; completing expense, per diem and reimbursement reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
    • Plans, coordinates and ensures the ED's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ED's time and office.
    • Communicates directly, and on behalf of the ED, with Board members, donors, and others, on matters related to programmatic initiatives.
    • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
    • Provides a bridge for smooth communication between the ED and internal departments; demonstrates leadership to maintain credibility, trust and support with senior management staff.
    • Works closely and effectively with the ED to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
    • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the ED, some of which may have organizational impact.
    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters for advancement, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the work.
    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • (25%) Operations, People and Strategy Team Support
    • As needed, provide administrative support including scheduling meetings and conference calls, maintaining calendar, arranging travel, and preparing meeting materials for external partners
    • Provide capacity to the national and regional Human Assets team, campus leadership team, and regional team to ensure that potential employee applicants are screened and receive appropriate communication
    • Manage logistics for interview days, including scheduling, travel, candidate communication, and follow up
    • Assist with regional super recruitment events, staff and student, and become an ambassador of the IDEA Houston leadership team at community events and/or job fairs
    • Ensure all check-in documents are prepared within 24 hours for weekly check ins and attends all team tacticals to take notes and manage the follow up
    • Perform other related duties as and when assigned, such as working on discrete administrative projects that support the team and our efforts (i.e., leadership team events, board meetings, staff meetings, etc.)
    • Actively seek out opportunities that contribute to a positive staff culture
    • 100% of HTX team members report that their basecamp needs are met within their first 90 days of their start date.
  • (25%) Communications, Partnership & Outreach
    • Assist region with scheduling and preparation for all school launch events (open houses, ground breakings)
    • Coordinates with ED when space needs arise to secure additional space (office or hot desks) at the WeWork office.
    • Coordinate with regional board members and their support staff, specifically around scheduling quarterly board meetings
    • Takes responsibility for ensuring that the ED follows up with all external contacts within 24 hours of a meeting

    4.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, willing to make mistakes by doing in order to learn and improve 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

    Competencies:
    • Mission Focus - focuses on IDEA's core purpose of getting all students into college
    • Communication - displays exceptional written, verbal, and interpersonal skills
    • Organization - keeps self and others organized through development of efficient systems - accuracy is essential
    • Problem Solving - able to synthesize, analyze, and prioritize information to develop strategies for achieving goals and objectives
    • Continuous Improvement - proactively identifies opportunities to improve and consistently reflects on past actions to guide future decisions
    • Judgment - prioritizes conflicting needs; handles matters expeditiously and follows through on projects to successful completion, often with deadline pressures
    • Composure - displays professionalism and grace under pressure
    • Trustworthy - acts with integrity and maintains strict confidentiality


    Qualifications:
    • Education: Bachelor's degree or equivalent
    • Experience: Minimum 2 years' successful experience supporting executives in a fast-paced, quickly changing, and highly ambiguous environment, managing projects with multiple inputs and multiple stakeholders
    • Proficiency with Microsoft Office, specifically Outlook, Word, Excel, and Powerpoin t
    • Ability to work evenings and weekends as needed

    Compensation:
    Salaries for this role typically fall between $52,000 and $62,000, commensurate with relevant experience and qualifications. This role is also eligible for a performance bonus based on individual and organizational performance and goal attainment.

    *ca

    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.

    Company

    IDEA Public Schools believes that each and every child can go to college. Since 2000, IDEA Public Schools has grown from a small school with 150 students to the fastest-growing network of tuition-free, Pre-K-12 public charter schools in the United States. IDEA currently serves nearly 66,000 college-bound students in 120 schools across Texas and Louisiana and is gearing up to open schools in Florida for the 2021-2022 school year.

    Interested in learning more about working at IDEA Public Schools? 

    Visit us at www.ideapublicschools.org/careers.

    Company info
    Website
    Telephone
    956-377-8000
    Location
    2115 W. Pike Blvd
    Weslaco
    TX
    78596
    US

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