Executive Assistant

Profile

Executive Assistant

Arlington, VA

Category:

Students Support

Type:

Full-time

Min. Experience:

Some Experience

Salary:

$60,000 - $70,000

WHO WE ARE

Rooted in community for more than 40 years, Communities In Schools (CIS) strives to bring community resources inside public schools, where they are accessible, coordinated, and accountable. Founder Bill Milliken said, “It’s relationships, not programs, that change children. A great program simply creates the environment for healthy relationships to form between adults and children. Young people thrive when adults care about them on a one-to-one level, and when they also have a sense of belonging to a caring community.”

CIS programs are conducted annually throughout the United States, serving 2,900 schools; 1.61M students with over 11,000 community volunteers and 117 CIS affiliate organizations across the country. Their programs for students include providing needs assessments, support teams with corresponding plans to address academic and non-academic needs, delivery of multiple tiers of support for both students and families, progress monitoring and evaluation and assessment with parents and student support systems.

MISSION AND VALUES

Communities In Schools (CIS), is “all-in” for kids. It is our passion—it is our mission. At the National Office, CIS collaborates with local affiliate organizations to provide resources and create communities of caring adults who work hand-in-hand with educators to make sure young people have the tools they need to stay in school and achieve in life. We are the nation’s largest dropout prevention organization, and we achieve our mission by hiring bright, creative, and innovative team members who demonstrate a passion for what they do.

CIS also holds the following talent beliefs:

Every staff member is passionate and committed to the mission.

As a National Office, CIS employees have a responsibility to live our values and integrate principles of diversity, equity, and inclusion across the organization and lead by example.

In turn, CIS is committed to continuously improving decision making, incentivizing creativity, and building engagement and we do this by building a diverse workforce, fostering a climate of inclusion, and shaping business practices and policies that promote equity.

ABOUT THE ROLE

The Executive Assistant provides high-level administrative and project support for their assigned department - Student Supports.

This role will serve as the primary point of contact and liaison to the staff, senior leadership team, board of directors, and all external stakeholders as appropriate.

The ideal candidate will be engaging, highly organized, detail- and task-oriented, able to meet deadlines and prioritize responsibilities, and display a professional demeanor when interacting with internal and external stakeholders. This role will report directly to the department Chief or their designee.

PLEASE NOTE -- This is a remote position; however, it is preferred that the individual hired for this role reside in the DMV area to fulfill onsite responsibilities on an as needed basis.

Primary Duties & Responsibilities

Effectively manages administrative priorities for the chief and department staff, including managing calendars, accurately completing expense reports and invoices per Finance policies and budget. May be responsible for reviewing chief’s departmental budget with Finance to assist with managing expenses.

Reviews and processes incoming department correspondence, prioritizing, and determining its distribution. Drafts responses based on knowledge of activities, preferences, and priorities. Directs mail/email to appropriate internal staff with instructions and/or recommendations for preparation of a reply.

Assists in planning special events, meetings, presentations, or dinners, which may include coordinating arrangements for participants, handling logistics, and preparing and disseminating materials.

Provides meeting support including requisite set up, note taking, document preparation, communication of task follow-up from internal meetings.

Completes contract and procurement requests, including preparing the SOW for review and approval by the department in accordance with Finance policies and practices.

Assists with the creation and management of standard operating procedures for core department functions.

Coordinates with a range of stakeholders, including executives and colleagues in other departments, to complete assigned project-based tasks. May also perform duties for other departments in the absence of colleagues.

Helps organize and maintain a shared drive that facilitates easy access to and intuitive organization of digital files, records, and materials.

Routinely edits, develops, prepares, proofreads and/or composes materials for internal or external communications, requiring excellent judgment and discretion.

Utilizes various web-based software programs for data entry as required.

Creates, maintains, modifies, and/or compiles complex, often confidential/sensitive, data and materials for presentations, meetings, and proposals, which may utilize specialized software or systems.

Performs other related duties as assigned.

SUCCESSFUL CANDIDATES ARE REQUIRED TO HAVE THE FOLLOWING SKILLS AND QUALIFICATIONS

Bachelor’s Degree in Business Administration or related field preferred (Relevant work experience can be considered in lieu of degree).

A minimum of 5 years’ experience in high-level office administration, supporting multiple individuals, preferably in the non-profit sector.

Proven proficiency with Salesforce software or other similar CRM.

Expertise in MS Office Suite, Zoom, Google Suite and SharePoint site management. Experience in project management tools preferred.

Knowledgeable in creating and analyzing SurveyMonkey data a plus!

Proven experience in processing invoices and tracking progress as appropriate.

Proven experience in coordinating the Vendor/Contract process.

Adaptable to change, problem solving ability and forward thinker.

Intellectual curiosity, motivation, and a desire to learn on the job.

Strong verbal and written communication skills, including editing and proofreading experience.

Strong organizational skills, excellent time management, and ability to handle multiple projects with focus, accuracy, and efficiency.

Outstanding interpersonal skills with the ability to create effective relationships throughout the organization.

Flexible, patient, and ability to stay gracious under pressure.

High level of integrity and discretion in handling confidential and/or sensitive information.

Teamwork, you are able to build positive relationships with your colleagues and are willing to help others.

Inclusive, you’re excited to work with people who have different backgrounds, experiences, and perspectives from your own.

Interest in the education landscape, and mission driven work.

TRAVEL

Less than 10%

ABOUT US

CIS staff continue to work in a virtual environment; however, the national office is open and available for staff to use as appropriate.

To ensure the health and safety of staff and job applicants, all interviews will be conducted by phone and/or video conference.

BENEFITS & PERKS

Work that makes a difference—the opportunity to contribute to an important mission!

Competitive and comprehensive compensation and benefits package, including:

Five weeks of Paid Time Off

Generous 403b Retirement Savings Plan contribution

9 Paid Holidays

90% of employee health care premiums paid by the organization

Summer Work Schedule and Winter Break

Employer-paid short-term and long-term income replacement programs, and much, much more!

Communities In Schools is committed to a workforce that is representative of the varied communities we are privileged to serve. We provide a work environment that does not discriminate based on race, color, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, genetic information or any other basis protected by applicable law. CIS prohibits harassment of applicants or employees based on any of these protected categories. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For more information on Communities In Schools please visit our

website

Company info

communitiesinschools.org