Executive Assistant - Chief Academic Officer (Immediate Opening)

Executive Assistant to the

Chief Academic Officer

Role Mission: The Chief Academic Officer oversees all of the academic programming design and development across all IDEA schools, including core academics, Career & Technical Education, Special Programs, Program Innovation, PE, Assessment, and Camp Rio.  The role of the Executive Assistant is to support the Chief Academic Officer with calendaring logistics, planning, and execution as well as ensure that team meetings and events are executed with strong vision, planning, and contribute to a high-quality experience.  The Executive Assistant will also manage the travel support for the Chief Academic Officer and AST Chief of Staff.  In addition to the regularly executed tasks above, the Executive Assistant will support the Chief of Staff with various project tasks to ensure goals for project development and implementation are met. 

What You’ll Do – Accountabilities

In this role you will:

• Outline, share, and follow month-end reconciliation process with leaders
• Ensure that all purchase card transactions have adequate descriptions and appropriate account codes
• Monitor reimbursements
• Request missing receipts from purchase card holders
• Submit all proper documentation to business office by the 3rd business day of each month

• Plan team meeting events, including logistics and meals
• Manage project plans, relationships with hotels and vendors, and internal stakeholders to meet timelines
• Manage communication around events, in partnership with others on planning committee
• Monitor the CAO’s email and flag, as appropriate
• Draft initial communication or follow up communication for review
• Sit in meetings to take notes, send out notes and next steps
• Set appointments, travel, and corresponding needs for the CAO and Chief of Staff

• Conserve CAO’s time as best as possible
• Assist with calendaring and communication of pre-meeting requests and post-meeting follow-ups
• Plan and execute requested logistics for meetings
• Assist with travel arrangements
• Support the Chief of Staff’s key initiatives, projects, and events through timely task completion
• 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 and deliver on all agreed-to commitments and hold others accountable to do the same
• Provide actionable, timely feedback to partners and be open to receiving and acting upon their feedback

Location: This is a full-time hybrid (remote/on-site) position based in Texas with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate. 

What You Bring:

Competencies:

• Proven ability to work effectively in a team environment with associates.
• Effective planning and priority setting. Ability to manage several projects simultaneously while working under pressure to meet deadlines.
• Comfort with collaboration and coordination of relationships with decision makers and influencers of organizations
• Detail-oriented
• Excellent communication and organization skills.

Qualifications:

•    Education: Bachelor’s degree preferred, experience accepted in lieu of degree

•    Experience: 5+ years of comparable experience

Knowledge and Skills:

• Proficiency in Microsoft 360

Compensation & Benefits: Salaries for people entering this role typically fall between $58,400 and $67,200, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment

 Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/. 

Learn more about IDEA

At IDEA the Staff Culture and Belonging Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values