Executive Assistant

1 month ago

Philadelphia, United States Global Leadership Academy Full time
Job DescriptionJob Description

At Global Leadership Academy Schools (GLAS) in West Philadelphia, we revolutionize education. Our scholars embark on transformative journeys, shaping their perspectives worldwide. From Kenya to China, Haiti to Canada, GLA students transcend borders, creating a tapestry of global experiences. Education is our key to liberation; we close achievement gaps through exposure and opportunity. Our innovative school design molds children into global citizens and changemakers. We empower scholars to compete nationally and internationally, fostering global competence and compassion. High expectations and accountability celebrate diversity within our "Schools within a School" model. Rising Stars, Legendary Leaders, and Collegiate Academy divisions foster an inclusive educational environment, nurturing creative learners ready to conquer the 21st-century workplace.

The Job

The successful Executive Assistant to the Founder/CEO is a resourceful problem solver who thrives in a positive, fast-paced environment. Reporting directly to the CEO and working closely with other staff members, this senior professional is innovative, collaborative, and eager to implement new processes. The EA must be creative and enjoy working within a mission-driven, results-oriented, and community-focused environment. Very pro-active with very little need for direction to get things done right. They set an example and consistently demonstrate a strong work ethic and commitment to our core values. The ideal candidate will have excellent multitasking abilities, superior communication skills, and the utmost confidentiality, as they will handle sensitive projects and confidential information.

The Daily

{Executive Support}

  • Understands and advocates for the CEO's highest priorities and most pressing deadlines
  • Acts as the CEO's "right hand" and "gatekeeper," managing all day-to-day matters and overseeing a dynamic calendar of personal and professional engagements
  • Assumes responsibility without direct supervision, exercises initiative and sound judgment, and makes decisions within the scope of assigned authority.
  • Works independently on projects, from conception to completion, and handles a wide variety of activities and confidential matters with discretion
  • Organizes and coordinates travel and logistics, expense reports, manages incoming correspondence, and performs office management responsibilities.

{Administrative Tasks}

  • Manages the CEO extremely active calendar of appointments and meetings
  • Arranges complex and detailed travel plans, itineraries, and agendas, and compiles documents for travel-related meetings.
  • Plans, coordinates, and ensures the CEO's schedule is followed and respected; provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
  • Communicates directly, and on behalf of the CEO, internally and externally on related matters.
  • Follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, and determines the appropriate course of action

{Project Management and Coordination}

  • Acts as a liaison between the CEO's office and internal staff, exemplifying leadership to uphold credibility, trust, and support
  • Works closely and effectively with the CEO to keep well-informed of upcoming commitments and responsibilities, following up appropriately
  • Effectively executes critical aspects of deliverables through a hands-on approach, enabling the CEO to fulfill designated roles and responsibilities
  • Prioritizes conflicting needs and handles matters expeditiously and proactively, following through on projects to successful completion, often very deadline driven
  • Develops and/or edits presentations for the CEO, including collecting, coordinating, researching, and compiling data from various departments as needed
  • Assists in preparing presentations for speaking engagements, board meetings, and other meetings as needed
  • Books domestic and international travel arrangements for other C -Suite staff, including complex planning of meeting agendas and logistics, and assists with meeting coordination, creating detailed itineraries for executive travel.

Preferred Essentials (knowledge, abilities and skills)

The ideal candidate will be an experienced executive administrative professional, have demonstrated experience supporting executive level positions, exercise sound judgement, a high level of integrity, be able to manage sensitive and/or confidential information, and is self-directed and able to work independently. Additional qualifications include:

  • A minimum of 7 years of experience as an Executive Assistant supporting a high-level C-Suite executive, preferably in the Educational space
  • Bachelor's degree or the equivalent work experience
  • Excellent written and verbal communication skills
  • Experienced and effective writer/ editor, including the ability to write skillfully for varying audiences and proofread for accuracy
  • Proficiency in managing expense reports and financial documentation
  • Excellent computer skills, including advanced proficiency in email (Outlook), Google Drive applications, Microsoft Office suite (Word, Excel, PowerPoint), and Adobe
  • Demonstrates initiative, leadership, collaboration, and independent thinking
  • Exceptional follow-up and project management skills
  • A polished, positive "can do" personality that can stay calm under pressure
  • Ability to deal with high-level executives and manage those relationships with grace and diplomacy
  • Ability to prioritize effectively, with strong analytical and data-gathering skills
  • Excellent ability to manage multiple priorities in a fast-paced, changing environment
  • Attention to detail and strong organizational skills
  • Knowledge of educational institutions and school administration
  • Experience working in a diverse and multicultural environment
  • Flexibility to work outside of standard business hours as circumstances require

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