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Executive Assistant

XQ Institute is the nation’s leading organization dedicated to rethinking the high school experience so that every student graduates ready to succeed in life. We work in communities throughout the country, with individual schools and entire school systems, to help them dream big about what high school could be, turn their innovative ideas into action, and create more rigorous and equitable schools.

The Opportunity

Reporting to the Chief Academic Officer, we’re seeking a highly organized, proactive, and mission-driven Executive Assistant to support two senior leaders on our Schools & Systems Team. This role is based in our Washington, DC office and plays a critical part in keeping priorities on track, managing operations with precision, and ensuring that our leaders are able to focus on advancing work that impacts students and communities. You’ll be a trusted partner, detail-obsessed organizer, and communications hub—someone who can anticipate needs, manage complex schedules, and serve as a consistent force for clarity and calm in a fast-paced environment.

Responsibilities

  • Manage complex calendars for both executives, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management.
  • Provide comprehensive administrative support, including expense reporting, document preparation, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc).
  • Coordinate and prepare materials for leadership meetings, board presentations, and external engagements.
  • Act as a liaison for the Marketing and Content teams with other departments, ensuring smooth information flow and follow-through on cross-departmental initiatives.
  • Anticipate the needs of both executives, proactively identifying opportunities to improve efficiency and effectiveness.
  • Coordinate team events, offsites, and departmental activities to foster team cohesion and alignment.
  • Assist with project and event management tracking for high-priority marketing and content initiatives.
  • Screen and prioritize incoming communications, responding to routine inquiries independently and routing others appropriately.
  • Maintain confidentiality of sensitive information and demonstrate sound judgment in complex situations.
  • Support special projects and initiatives as needed, showing flexibility and adaptability

    Qualifications
    • A confident contributor and positive collaborator with a consistent spirit of partnership and productive problem-solving.
    • “Self-starter” willingness to take the initiative and works well both independently and collaboratively.
    • Ability to adapt to challenges and opportunities with a solutions-oriented, positive perspective.
    • Discernment to identify and resolve inefficiencies and a proactive sense of urgency in creating solutions.
    • Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi-functional team.
    • Meticulously organized and detailed, with a keen eye and careful attention to detail with follow-through of short-term and long-term tasks.
    • Proven experience with executing against goals on time and to high standards of excellence.
    • Strong work ethic and independence, with a high degree of motivation to collaborate, learn, and iterate.
    • Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences.
    • Flexibility and willingness to perform other tasks as assigned and to learn, grow, and stretch.
    • Mission-oriented commitment to understanding and articulating the mission, programs, and activities of XQ.
    • 5+ years of experience in an executive support position.
    • Superior project management skills, a keen eye, and attention to detail.
    • Excellent written and oral communication skills.
    • Bachelor’s degree.


XQ Mindsets

Ours is a world defined by uncertainty, a society in flux, a state of unprecedented upheavals. While we don’t anticipate any quick fixes, we can anchor ourselves to what we see emerging. That’s why we have established a set of collective XQ Mindsets to ground us. 

  • 100% accountability: This doesn't mean you have 100% ownership. It doesn't mean you are responsible for every last thing that needs to be done. It means choosing to take responsibility for our collective success and impact.
  • Maker mindset: We build stuff. We won’t always get it right the first time—in fact, we rarely will. But by quickly making and testing our work, we can learn what works and what doesn’t.
  • We are the ones we’ve been waiting for: Critique is not enough. It is on us to create the solutions—no matter where we sit in the organization. We are a well-resourced organization filled with brilliant people. No one else is coming to our rescue.
  • Opportunity knocks: We are ready, willing, and able to take on anything that is thrown our way. Pivots are a natural part of our approach, so let’s embrace them so that we can experience them joyfully.
  • Stand on the shoulders of giants: We honor those who came before us, who aren’t seated at our tables, and build on others’ and our own earlier work with respect and reverence.

Compensation

The salary for this role is highly competitive and commensurate with experience. XQ offers excellent organizational benefits. The salary range is $130,000- $150,000. 

Location

XQ is based in Oakland, CA with offices in Washington DC, New York and Los Angeles. This role will be based in Washington DC.

To Apply

Please apply online. In your cover letter, please address why your skills, interests, and experience align with the requirements for this role.

XQ is proud to be an equal-opportunity workplace. At XQ, promoting, celebrating, and supporting diversity is a core value. Individuals are considered without regard to race, gender, age, sexual orientation, sexual expression, religion, color, veteran status, disability, marital status, or ancestry.

Average salary estimate

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What You Should Know About Executive Assistant, XQ

Join XQ Institute as an Executive Assistant and become a vital part of a team dedicated to transforming the high school experience for students nationwide. Reporting to the Chief Academic Officer, you will play a crucial role in supporting two senior leaders within our Schools & Systems Team. Located in our Washington, DC office, your responsibilities will range from managing complex calendars and coordinating travel arrangements to handling essential administrative tasks like expense reporting and meeting logistics. We’re looking for a detail-oriented and proactive individual who thrives in fast-paced environments and is eager to ensure our leaders focus on initiatives that truly impact students and communities. Your ability to anticipate needs and streamline operations will be invaluable as you act as a communication hub, facilitating clear and effective collaboration across departments. Moreover, you will coordinate team events and manage crucial project tracking for our marketing and content initiatives. With your 5+ years of experience in executive support and exceptional interpersonal skills, you will foster relationships across a diverse team while upholding confidentiality and demonstrating sound judgment. If you’re ready to make a meaningful difference with a mission-driven organization that celebrates diversity and accountability, consider applying to become XQ Institute's Executive Assistant today. Your contributions will be essential in helping us create more rigorous and equitable schools, setting every student up for success.

Frequently Asked Questions (FAQs) for Executive Assistant Role at XQ
What are the main responsibilities of the Executive Assistant at XQ Institute?

The Executive Assistant at XQ Institute is responsible for managing complex executive schedules, coordinating travel arrangements, and providing comprehensive administrative support. This role involves preparing materials for meetings, liaising between departments, and anticipating the needs of senior leaders to ensure their priorities are met efficiently.

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What qualifications are required for the Executive Assistant position at XQ Institute?

Candidates for the Executive Assistant position at XQ Institute should have 5+ years of experience in an executive support role, exceptional organizational skills, and the ability to manage multiple priorities. A Bachelor's degree is required, alongside strong communication and interpersonal skills, and a commitment to the organization's mission.

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How does the Executive Assistant role contribute to XQ Institute's mission?

The Executive Assistant plays a critical role in supporting XQ Institute’s mission by ensuring that senior leaders can focus on the work that impacts students and communities. Through effective management of schedules and efficient communication, the Executive Assistant helps streamline operations and foster collaboration, ultimately enhancing the organization's efficacy.

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What is the work environment like for the Executive Assistant at XQ Institute?

The work environment for the Executive Assistant at XQ Institute is fast-paced and collaborative, filled with opportunities to contribute to meaningful projects that redefine the high school experience. The team values diversity, accountability, and creative problem-solving, creating a positive atmosphere where proactive individuals can thrive.

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What is the salary range for the Executive Assistant position at XQ Institute?

The salary for the Executive Assistant role at XQ Institute is highly competitive, ranging from $130,000 to $150,000, depending on experience. The organization also provides attractive benefits that emphasize employee wellbeing and development.

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Common Interview Questions for Executive Assistant
Can you describe your experience in managing complex calendars as an Executive Assistant?

Focus on specific instances where you successfully coordinated schedules, managed overlaps, and prioritized appointments based on urgency. Provide examples that highlight your attention to detail and ability to adapt to changes on the fly.

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How do you ensure confidentiality in your role as an Executive Assistant?

Emphasize the importance of understanding the sensitive nature of communications and documents you'll handle. Discuss specific practices you follow to safeguard information, such as secure storage methods and selective sharing only with authorized individuals.

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What strategies do you use to manage stress and keep operations running smoothly?

Share techniques like prioritizing tasks, using tools for organization, and maintaining open communication with your executives. Acknowledge the importance of remaining calm under pressure and being adaptable to changing circumstances.

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Describe a time you had to anticipate the needs of an executive.

Provide an example that illustrates your proactive nature. Discuss how you identified needs before they arose and the positive outcomes that resulted, showing how this foresight benefited your executive's agendas.

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How do you balance multiple projects and priorities effectively?

Highlight your organizational strategies, such as creating to-do lists, using project management tools, and setting deadlines. Mention the importance of flexibility and communication to keep all stakeholders informed.

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Can you provide an example of how you improved efficiency in a previous role?

Discuss a specific initiative you undertook to streamline a process, whether through technology, process changes, or improved communication. Quantify the results where possible, showing how these improvements benefited your team.

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How do you handle difficult conversations with executives or team members?

Demonstrate your communication skills by discussing your approach to addressing concerns directly and respectfully. Emphasize your commitment to finding solutions and maintaining positive relationships.

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What motivates you in an Executive Assistant role at XQ Institute?

Articulate your passion for supporting mission-driven organizations and your desire to contribute to meaningful change. Connect this motivation to your personal values and professional experiences.

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Describe your experience with travel coordination and logistics.

Share your familiarity with booking travel, creating itineraries, and managing accommodations. Provide specific examples, especially if they involved complex arrangements or last-minute changes.

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What do you believe is crucial for building a collaborative team environment?

Discuss the significance of open communication, trust, and inclusivity in fostering collaboration. Offer examples of how you've contributed to a positive team culture in your previous roles.

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MATCH
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DEPARTMENTS
SENIORITY LEVEL REQUIREMENT
TEAM SIZE
No info
HQ LOCATION
No info
EMPLOYMENT TYPE
Full-time, on-site
DATE POSTED
April 22, 2025

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