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Executive Assistant, Regional Operations

This job is no longer available

Baltimore, MD, USA
Full-time

As the Executive Assistant (EA) to the Regional Field Executive, you will provide critical support to the national Regional Operations Team by managing the administrative and operational work for a Senior Vice President (SVP) and Chief of Staff (COS) to lead and manage a team of 12 Teach For America regional executive directors (EDs) who make up an SVP’s Home Team.

Together, with the Chief of Staff, you will build the infrastructure, systems and processes that will enable the SVP and COS to provide outstanding leadership, coaching, and support to the Executive Directors in their Home Team. As primary support for the SVP your responsibilities include: developing and maintaining a system of prioritization for the SVP, complex calendar management for high-level meetings with senior executives inside and outside the organization, coordinating complex travel and logistics, designing and overseeing all SVP office operations, including team budget, managing logistics for all regional home team engagement events and experiences, and executing on other high-impact projects as needed.

Areas of Responsibility: 

SVP Support (60%)

  • Lead strategic calendar management support for SVP with EDs, COS, national partners, and other internal and external partners on a regular, recurring, as well as one-off basis.
  • Create systems and structures to ensure SVP’s time, each day and week, is aligned with short-term and long-term priorities. 
  • Work alongside COS to determine cadence and priority of regional site visits ensuring alignment to organizational happenings.
  • Coordinate with regional points of contact to establish the agenda and logistical needs for regional site visits (1-2 per month for SVP/COS).
  • Manage and coordinate necessary flights and accommodations for the SVP’s monthly travel schedule.
  • Maintain, manage and support the SVP’s daily prioritized task list. 
  • Prepare documents and materials for SVP to ensure effective use of work time and preparation for all meetings.
  • Draft correspondence and strategic communications.
  • Serve as team budget manager and manage SVP, COS, and partner monthly budget; process and complete corporate and personal reimbursement expense reports for both SVP, COS, and partners (up to $10K per statement for each).
  • Approve monthly expense report submissions from all direct reports of SVP.

Home Team Engagement & Operations (30%)

  • Support in executing overall team vision, priorities, goals and strategies.
  • Contribute to design of Home Team key activities, process, work streams, and division of labor.
  • Manage SVP and COS to ensure time allocations are priority-driven and focused.
  • Build and maintain annual team calendar to provide clarity and inform strategy, planning, and coordination with regions.
  • Support COS in the design and development of monthly Home Team calls with executive director team.
  • Draft monthly Home Team Bulletin Board alongside COS.
  • Support COS in preparation for quarterly Progress Reviews.
  • Develop project plan and support all logistics for Home Team retreats.
  • Manage Home Team regional information and coordination of Box and Google files.
  • Support and nurture efforts to build strong home team culture by executing all Year of Service, birthday and other celebrations and recognition for SVP and home team. 
  • Support SVP and COS, alongside HA, in implementing Annual Performance Reviews with EDs.

Special Projects (10%)

  • Support team hiring needs by managing SVP to tasks, coordinating interview logistics, communication with multiple constituents, and coordination with regional point person.
  • Support the design of a structure to strategically support ED leadership ensuring alignment to the ED Profile.
  • Develop strong project plans to support home team projects.
  • Lead other special projects and components as requested.
Educational Background: 
Bachelor’s degree or equivalent experience
Skills/Experience: 
  • You’re a people person. You forge strong, trusting relationships with diverse groups of people. You’re empathetic and intuitive; you often know what people need or want before they do. You’re socially flexible and know how to attune and calibrate your interactional style depending on the environment, audience, or context. You are fueled by collaborating and working to make others efficient and effective. You know when a healthy dose of humor is called for. People really like you, and you really like them.
  • You love details. You notice things that other people don’t. You approach each task you lead with an eagle eye toward details and anticipate every step and possible misstep in the process. It makes you incredibly happy when things fit together just right and projects and plans have been laid out down to the last detail. Secretly, there’s something you love about vetting a data set or proofreading a final document – you love catching and righting those small, but in your mind, critical points.
  • You make things happen. You don't get overwhelmed easily and you take personal responsibility for the success of your work whether it requires managing back-end processes, engaging with a team, or setting up others to execute effectively. You take pride in your integrity and follow-through on tasks. People would describe you as dependable and driven; they know when they ask you to do something, it’s as good as done.
  • You’re a self-driven learner.  You consistently seek feedback from diverse sources to learn and improve; you drive your professional development with purpose and focus on outcomes; and you have a knack for devising, implementing, and investing others in systems that improve individual and team performance. Reflecting on your work and strengthening your approach based on your reflections is second nature to you.
  • You’re a great communicator. You value precision and clarity in language. Whatever the medium, when people receive a message from you they are crystal-clear on the purpose and any requested action. They feel respected and that their time was well-spent.
  • You know policies like the back of your hand.  You understand the importance of policies and procedures, and you take time to fully internalize them.  You care about being a steward of our organization’s resources and you work to ensure that we stretch the Teach For America dollar as efficiently as possible, taking advantage of all discounts and corporate partnerships.  You care about the way we spend our money and adhere to policies because you understand the stakes involved when we spend money that’s been fundraised by our colleagues.
  • You’re a logistics master. You have superior logistics skills. You think ahead about what will be needed and strategize or make adjustments accordingly. Whether it be housing, dining, transportation or an unknown variable, you have lined up the necessary supports and resources well in advance and everyone involved in something you’re planning knows where to be, by when, and what the back-up plan is, just in case.
  • You’re a jack of all trades. You’re flexible. You know a little bit about a lot of things and if you don’t know, you’re quick to learn. You're willing to help out wherever needed and thrive in a fast-paced, entrepreneurial environment. You are a resourceful, results-oriented team player with a positive “can do” attitude and a sense of humor. You are skilled at managing complexity and adjust course easily and quickly when things fall off-track. You’re not thrown off by feedback (in fact, you thrive on it) and are able to incorporate and turn it around quickly.

Prior Experience

  • 1-3 years of work experience, preferably in an administrative support role
  • Comfortable working in-person and remotely from manager

Work Demands

  • Ability to work some evenings and weekends.    
  • Travel 3-5 times per year may be required. 

Skills

  • Strong organizational skills and attention to detail
  • Ability to operate effectively in a fast paced environment 
  • Must be highly proficient in Microsoft Outlook, particularly the calendar feature
  • Ability to make timely decisions and demonstrate strong judgment
  • Exceptional customer service orientation
  • Strong written and verbal communication skills
  • Ability to tailor approach toward the perspective of others

Organization Info

Teach For America

Overview
Headquarters: 
New York, NY, United States
Annual Budget : 
$100-500M
Founded: 
1993
About Us
Areas of Focus: 
Mission: 

Teach For America is the national corps of outstanding recent college graduates, professionals, or graduate students who commit to teach for two years in urban and rural public schools and become lifelong leaders in expanding educational opportunity. Teach For America's mission is to enlist, develop, and mobilize as many as possible of our nation's most promising future leaders to grow and strengthen the movement for educational equity and excellence. In the 2016-2017 school year, 6,900 first- and second-year Teach For America corps members are teaching in 53 regions across the United States. Since 1990, Teach For America corps members have reached more than 10 million students. Teach For America's more than 40,000 alumni are providing critical leadership -- as teachers, school and district leaders; elected officials and policy advisers; and founders and leaders of education and social reform initiatives -- to ensure all children have the opportunity to attain an excellent education.

Listing Stats

Post Date: 
Sep 24 2019
Active Until: 
Oct 24 2019
Hiring Organization: 
Teach For America
industry: 
Nonprofit