Executive Assistant to Vice President

Executive Assistant To The Vice President

The Executive Assistant to the Vice President provides comprehensive executive and administrative support to the Vice President by ensuring the efficient and organized operation of the Vice President's Office. This position is responsible for managing executive scheduling, coordinating meetings and travel, preparing correspondence and presentation materials, maintaining records, organizing information, and providing administrative support for projects and initiatives. The Executive Assistant helps maximize the Vice President's effectiveness by maintaining organized administrative systems, preparing meeting materials, documenting meetings, and ensuring information and records are accurate, accessible, and well-maintained.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining the highest level of professionalism, confidentiality, and discretion.

• Executive Administrative Support
• Manage the Vice President's calendar by scheduling meetings, appointments, travel, and other commitments.
• Coordinate travel arrangements, including transportation, lodging, itineraries, registrations, and related logistics.
• Prepare professional correspondence, reports, presentations, briefing materials, and other documents for the Vice President.
• Schedule meetings and coordinate meeting logistics, including room reservations, virtual meeting platforms, participant invitations, and meeting materials.
• Screen incoming correspondence, telephone calls, and meeting requests, referring matters as appropriate.
• Prepare and process expense reports, reimbursements, purchase requests, invoices, and other administrative documentation.
• Maintain confidential files, records, and executive correspondence with the highest level of professionalism and discretion.
• Serve as the primary administrative point of contact for the Vice President's Office.
• Meeting Coordination and Administrative Support
• Prepare meeting agendas and assemble supporting materials for executive meetings.
• Collect, organize, and assemble reports, presentations, and supporting documents for meetings.
• Attend meetings as requested to record meeting minutes, key discussion points, decisions, and assigned action items.
• Prepare and distribute meeting minutes and supporting documentation.
• Maintain meeting calendars, recurring meeting schedules, and planning documents.
• Organize and maintain electronic and paper records of meeting materials for future reference.
• Administrative Project Support
• Provide administrative support for projects and initiatives assigned to the Vice President.
• Maintain project tracking spreadsheets, calendars, timelines, and administrative records.
• Organize project documentation, reports, supporting materials, and related files.
• Assist with compiling information and preparing project status reports, summaries, and presentation materials.
• Coordinate administrative logistics for meetings, retreats, conferences, and special events.
• Assist with special projects and additional assignments as directed by the Vice President.
• Office Organization and Records Management
• Maintain organized electronic and paper filing systems for the Vice President's Office.
• Create and maintain templates, forms, checklists, tracking documents, and other administrative resources.
• Maintain calendars, contact lists, organizational records, and reference materials.
• Ensure administrative records and documentation remain current, accurate, and properly organized.
• Recommend administrative improvements that enhance office organization and operational efficiency.

Required:

Bachelor's degree or an equivalent combination of education and professional experience. Three (3) or more years of progressively responsible experience providing executive administrative support, office management, or administrative coordination. Excellent organizational, time management, and administrative skills. Strong written, verbal, and interpersonal communication skills. Ability to prepare professional correspondence, reports, presentations, meeting agendas, and meeting documentation. Ability to prioritize multiple assignments while maintaining exceptional attention to detail.

Demonstrated ability to work independently with minimal supervision. High level of professionalism, integrity, discretion, and sound judgment. Ability to maintain confidentiality and appropriately handle sensitive information.

Preferred:
Experience supporting senior executives in a Charter Management Organization (CMO), K12 education, nonprofit organization, or similar environment. Experience coordinating executive meetings and administrative operations. Experience working with confidential executive information and records. Proficiency with Google Workspace, Adobe Acrobat, and project or task management software.

Organization:
Maintains exceptional organization of calendars, meetings, files, documents, and administrative…