Executive Assistant

Overview

About Communities In Schools At Communities In Schools, we are “all-in” for kids. It is our passion -- it is our mission. As the State Office for North Carolina, we deliver CIS programs across the state and collaborate with local affiliate organizations to provide resources and create communities of caring adults who work hand-in-hand with educators to help young people stay in school and achieve in life.

Communities In Schools is the nation’s largest dropout prevention organization, serving 1.5 million students in 2,400 sites across the country. We hire bright, creative, and innovative team members who have a passion for what we do. At CISNC, we value relationships, collaboration, learning, integrity and commitment.

Position Overview This role manages events and tasks for all teams of the state office, orders and maintains office supplies in accordance with budget, serves as liaison with vendors, and provides support to senior team members as needed. This position provides a wide variety of administrative duties in support of executive and operational functions. It serves as the office manager for CISNC staff and provides advanced Executive Assistant support.

The role requires a high-level professional who can manage complex administrative tasks, oversee state office operations, and act as a primary liaison for the Board of Directors and external stakeholders. It requires independent judgment, confidentiality, and strong business acumen.

• Provide executive level correspondence support via phone, email, fax, and mail; calendar management of executives; prioritizing, scheduling, and coordinating meetings and travel arrangements
• Schedule and manage office meetings (including catering, scheduling of conference rooms/Zoom, etc.)
• Manage all administrative duties associated with CISNC staff and Board Meetings, including logistics and organization
• Host, present, and monitor Zoom meetings as requested; manage and facilitate breakout rooms
• Prepare materials, communications, emails, calendar invites and take detailed minutes with accuracy and professional grammar for Board meetings
• Coordinate, attend and support events sponsored by CISNC as needed
• Assist the team with internal and external communication (email, phone, written)
• Manage third party vendors: cell and office phones, printer/office equipment, CISNC’s office space, Zoom, , and others as needed
• Company cellphones: prepare phones and install necessary apps for staff
• Maintain other documentation/related admin systems as requested by the Executive Leadership Team
• Order office supplies for state office staff
• Maintain organizational documentation updates (board contact information, email distribution lists, equipment inventory, etc.)
• Assist Human Resources/Finance with onboarding and offboarding of staff
• Open and distribute mail including logging all checks on cash control document (daily)
• Collect/manage and code invoices in a timely manner, working with the finance team to ensure timely payment and avoid duplicate payments
• Responsible for coding, reconciliation and submission of bills, expense reports, credit card statements, etc.
• Assist with travel logistics, accommodations, appointments, receipt collection and reporting
• Prepare PowerPoint presentations, Word documents, Excel files and other duties as requested
• Maintain confidential and sensitive information, exercising discretion and following policies and procedures
• Maintain, retrieve and analyze information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed
• Use and update documents on Share Point
• Maintain the CIS SharePoint landing page and support organizational calendar updates
• Maintain postage machines and prepare shipments via UPS/USPS
• Keep the office space neat, clean and orderly, including ordering condiment supplies
• Answer phones at the main line
• Other administrative or project duties as assigned
• Must be able to lift 20 pounds
• Must be able to see, hear, speak
• Must be able to move about the office
• Must be able to travel, including overnight, to provide event support

• Student-Centered
• Integrity &…