Executive Assistant Senior

Executive Assistant Senior

Job

Location:

District Support Services Center

Full/Part Time:
Full Time

Regular/Temporary:
Regular

Salary Range: $60,136.00 - $78,177.00 annually, DOE

Grade: 116

Work Schedule:

Monday
- Friday, 8am - 5pm;
Summer

Hours:

Monday
- Thursday, 7am-6pm

Work Calendar: 12 Months

The Executive Assistant Senior provides comprehensive executive-level administrative support to the President & CEO of the Foundation, coordinating administrative processes and office operations of the Foundation Leadership Team, and supporting the COO, Chief Development Officer, and Fiscal Director as needed. This role prioritizes, organizes, and oversees the Foundation's administrative and office details, ensuring effective office operations while maintaining confidentiality.

• Managing complex executive calendars and coordinating meetings with internal and external stakeholders, including domestic and international travel arrangements.
• Preparing and maintaining board materials such as agendas, presentations, correspondence, minutes, and supporting documentation, ensuring accuracy, confidentiality, and timeliness.
• Serving as first point of contact for the Foundation leadership team, exercising independent judgment to prioritize communications and resolve matters within established authority.
• Maintaining confidential records related to board activities, donors, and prospects, updating data in Raiser's Edge NXT and keeping the Foundation's Chancellor's Goals dashboard current.
• Processing MOUs, contracts, and grant applications on behalf of leadership.
• Keeping executives informed of office activities, project status, deadlines, and emerging priorities.
• Interpreting and applying policies and procedures; preparing correspondence and memoranda independently or from oral instruction, often involving sensitive or confidential information.

• Supporting the Resource Development Council through scheduling and facilitating monthly planning and Council meetings, preparing agendas, presentations, communications, reports, surveys, and assisting with special projects.
• Assisting with annual retreats, fundraising initiatives, and development activities; coordinating event logistics, technology needs, space planning, and related arrangements.
• Planning and facilitating high‑level meetings, conferences, and events; coordinating executive projects and conducting research and data compilation to support executive reports and strategic decision making.
• Tracking action items, timelines, and deliverables to support operational and strategic objectives.

• Maintaining the appearance and functionality of the office, managing office supplies, equipment, and vendor coordination, processing and distributing mail, and greeting guests.
• Coordinating staff meetings, room scheduling, and shared calendars, and serving as liaison between the Foundation office and district departments, educational institutions, external organizations, and the public.
• Maintaining confidential files and records related to board, district, and sensitive organizational matters; assisting with onboarding and coordination of new employees; and overseeing administrative office policies, recommending updates or improvements.
• Identifying opportunities to enhance office systems, workflows, and administrative processes to improve efficiency and effectiveness.

• Performing special projects and other duties as assigned in support of Foundation leadership, strategic priorities, and the organization’s overall mission.

Bachelor’s Degree from a regionally accredited institution in business administration and five (5) years of varied and increasingly responsible office secretarial or administrative office support experience including public contact, with a minimum of two (2) years supporting a C‑suite executive level manager. Or an equivalent combination of education and direct related full‑time experience…