Position Summary

The Executive Assistant to the Co-Chief Executive Officers' primary responsibility is to provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the School Services Team's success. Specifically, the position is responsible for providing assistance to the Co-CEOs providing general office management, and meeting and event coordination.

Note: This position is a hybrid role with a mix of remote and visiting any of the following locations Inwood, Kingsbridge, or East Harlem.

Essential Responsibilities

• Provides comprehensive support services to the Co-CEOs that ensures a professional, responsive and effective experience with the organization as a whole.
• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-today engagements.
• Plans board & staff events including scope of program and cost.
• Acts as liaison with the Board of Trustees as needed.
• Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, Board and subcommittees, cabinet, etc.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.

Duties

• Writes error-free, eloquent emails and letters for various events and announcements.
• Updates and maintains phone lists for Co-CEOs.
• Manages contacts using G-Suite to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Provides complex travel arrangements.
• Becomes familiar with specific detailed needs of the Co-CEOs; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
• Accurately tracks expenses for Co-CEOs by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
• Maintain confidentiality and use a high degree of discretion.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
• Uses G-Suite, Word, Excel, PowerPoint to produce materials for internal and external meetings and conferences.
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Sets up staff meetings, maintains electronic staff calendars and organizes team events.
• Answers and directs calls and emails of the Co-CEOs of a general nature.
• Provides timely and proactive management of the organization's office environment.
• Maintains electronic office filing systems for Co-CEOs.

Responsibilities

• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provide systemic and dependable follow-up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast paced, high-profile work environment.
• Other duties as assigned.

Minimum Experience and Qualifications

• Bachelors degree
• 3 years Executive Assistant experience
• Experience with Microsoft Office and G-Suite
• Proficient in using various applications including database, spreadsheet, report writing, project management, presentation creation/editing, communicating by email and using scheduling software.
• Strong verbal and written communication skills in English and Spanish
• Ability to read and interpret documents.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of parents as well as employees of the organization.
• Excellent interpersonal and communication skills.
• May assume other tasks and responsibilities as assigned by his/her/their designee.
• Completion and pass pre-employment Fingerprinting and Reference check process
• Legally eligible to work in the United States

Preferred Experience and Qualifications

• 5 plus years experience as a Executive Assistant
• Ability to speak, write and understand Spanish fluently.

Amber's Expectations

• Regular attendance and punctuality
• Well-groomed and able to maintain a professional appearance
• Organizational fit for Amber culture, that is, exhibit the Amber Traits of Achievement, Community, Responsibility, Honesty, and Respect

Equipment:

• Computer and other office equipment

Work Environment:

• Hybrid model

Physical Effort:

• Generally not required, or up to 10 pounds occasionally, 0 pounds frequently. (Sedentary)

Salary Range:

• The range for this role is $65k - $75k annually.

Pay is one component of Amber's total compensation package, which may also include access to healthcare benefits, a 403(b) plan and company contribution, short-term and long-term disability coverage Commuter & Transit, Life Insurance and Flexible Spending/Health Reimbursement

Amber Charter Schools is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.