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Chief Executive Officer's Administrative Partner

2 months ago

Yuma, Arizona, United States Harvest Preparatory Academy Full time
Job Overview

Salary: DOE

Position Summary:

As the Chief Executive Officer's Administrative Partner at Harvest Preparatory Academy Charter Schools, you will play a pivotal role in delivering high-level administrative assistance to the CEO. Your position will serve as the essential communication hub for the office of the President and CEO, managing and executing various tasks assigned to you while effectively overseeing key projects. Your expertise in managing the CEO's communications and administrative responsibilities will be crucial in ensuring seamless operations and facilitating informed decision-making.

We are looking for a highly organized, proactive, and resourceful individual to fulfill the role of Senior Executive Support Specialist. This position is vital in ensuring that our executive leadership functions efficiently and effectively. The ideal candidate will thrive in a dynamic environment, showcase outstanding problem-solving abilities, and be ready for a role that encompasses more than just traditional administrative duties.

Key Responsibilities:

  1. Executive Support: Deliver comprehensive administrative assistance to the President & CEO, including managing intricate calendars, coordinating travel, and organizing meetings and events.
  2. Communication Liaison: Act as the primary contact point between the President & CEO and both internal and external stakeholders. Ensure effective communication, manage the flow of information, and handle inquiries with professionalism.
  3. Strategic Assistance: Conduct research, analyze data, and prepare reports and presentations to support the execution of strategic initiatives. Assist with project management as required.
  4. Problem Solving: Anticipate and address potential challenges proactively. Exhibit the capability to manage and resolve issues independently, often under tight deadlines.
  5. Confidentiality: Manage sensitive information with the highest level of discretion and maintain strict confidentiality.
  6. Prioritization and Organization: Effectively handle and prioritize a high volume of tasks, ensuring timely completion aligned with executive priorities.
  7. Administrative Excellence: Maintain office systems and processes, including filing, record-keeping, and document preparation, to support efficient operations.

Additional Responsibilities:

  1. Calendar and Schedule Management: Oversee the CEO's calendar, scheduling appointments, meetings, and travel arrangements while prioritizing commitments for optimal time and resource use.
  2. Communications and Correspondence: Serve as the primary contact for stakeholders, managing communications on behalf of the CEO, and drafting, proofreading, and editing various documents as needed.
  3. Meeting and Event Coordination: Organize and coordinate meetings, conferences, and special events involving the CEO, preparing agendas, attending meetings, and taking accurate minutes.
  4. Information Management: Gather and analyze information, conducting research, and preparing summaries and reports for the CEO's review while maintaining organized filing systems.
  5. Travel and Expense Management: Arrange travel logistics, including booking flights and accommodations, and prepare detailed itineraries and expense reports.
  6. Special Projects and Initiatives: Assist the CEO with various projects and initiatives, collaborating with cross-functional teams to facilitate strategic implementation.

Qualifications:

  • Ability to work extended hours and travel as necessary (overtime compensation provided).
  • Bachelor's degree in business administration, communications, or a related field (preferred but not required).
  • Proven experience as an executive assistant or in a similar role supporting C-level executives.
  • Exceptional organizational and time management skills, with the ability to prioritize and multitask effectively.
  • Strong written and verbal communication skills, with meticulous attention to detail.
  • Proficiency in using productivity tools, such as Microsoft Office Suite and calendar management software.
  • Discretion and professionalism in handling sensitive and confidential information.
  • Ability to work independently, exercise sound judgment, and handle demanding situations with composure.
  • Flexibility and adaptability to changing priorities and ability to thrive in fast-paced environments.