Executive Assistant at Education First

Remote
Education First

Executive Assistant

EOE STATEMENT

Education First actively engages our team with a robust Race, Inclusion, Diversity and Equity (RIDE) strategy to build our staff and organizational capacity to lead on issues of equity and to increase diversity, equity and inclusion at all levels of the firm. As a proud equal opportunity employer, we strongly encourage applications from candidates of all races, national origin, age, religion, creed, veteran or disabled status, sexual orientation, gender identity or gender expression.

ABOUT THE ORGANIZATION

Education First is a mission-driven education policy consultancy dedicated to ensuring that all students – and particularly students in poverty and students of color – are prepared for success in college, careers and life. We work with organizations that are shaping the future of P-16 education across the nation, including school networks and districts, state departments of education, policy and advocacy organizations, youth empowerment organizations, talent organizations and foundations.

We help these system leaders catalyze change through our services:
Conduct research and analysis on policies and provide contextual recommendations and strategic support to translate findings into concrete, sustainable action
Develop and implement visionary, coherent strategies and strategic plans by prioritizing inclusive voices, focusing on the right problems, and providing space to explore
Plan and facilitate meaningful convenings for organizations and individuals to learn, problem solve, collaborate, and advance their work
Design actionable and equitable solutions that meet client needs, achieve program goals, and implement initiatives with clarity and quality
Support grantmakers, funders, and foundations to develop thoughtful, high-impact investment strategies that align with their goals, interests, and resources

We are a team of more than 60 former teachers, district and state education leaders, policy advisors, and grant makers who live and work virtually in more than 20 states and DC. Because of our experience, we approach the challenges our clients face with humility, realistic solutions, and a commitment to follow-through. Our culture is built on genuine care for our clients and for each other. We celebrate original thinking, collaboration, entrepreneurialism, authenticity and fun.

DESCRIPTION

Overview of the Opportunity

Executive Assistants serve as true partners ensuring senior team members can focus fully on managing the firm and client engagement. Senior leaders lean on their assistants not just for administrative assistance, but for strategic counsel, technical expertise, and critical analysis.

Primary Responsibilities

Executive Assistants are an essential part of our firm who provide direct executive support, thought partnership and project management for 3-6 senior leaders (80% of portfolio) and support for their teams (20%).

Executive Support

  • Proactively prioritize and strategically multi-task various assignments simultaneously, and follow through on issues in a timely manner.
  • Responsible for high volume scheduling and complex calendar management for 3-6 senior leaders, including scheduling project-specific meetings, internal meetings and populating calendars with appropriate information. Please Note: 70% of the portfolio involves strategic scheduling and calendar management.
  • Support financial functions for expense reconciliation and reimbursement.
  • Copyedit drafts and revisions for proposals and deliverables using PowerPoint, Word, and Excel to ensure they are “client-ready.”
  • Complex travel and itinerary management (flight tracking, travel hiccups, in flight support, etc.)
  • Strategic project team and sub-group meeting scheduling for hosts and participants including materials coordination and transcription of meeting notes as assigned.
  • Project support, as assigned (e.g., agenda prep, meeting materials, note taking, strategy and next steps, reports and PowerPoint presentations)
  • Coordinate logistics for meetings (e.g., catering, supplies, restaurant research and reservations, meeting room setup including A/V, etc.)
  • Other duties as assigned

Team Support

  • Help to develop and/or maintain surveys including Home Team surveys and project close debrief surveys
  • Design support for Excel/Google Sheets, PowerPoint/Google Slides and Word/Google Docs
  • Assist with maintenance of file sharing platforms
  • Troubleshoot basic technology issues and access external IT support when employees have major technology needs
  • Help build regular culture enriching team activities
  • Participate in other activities as needed to support firm operations and culture (e.g., managing birthday/life event gifts)

POSITION REQUIREMENTS

Experience & Qualifications

  • At least 4 years experience working in a fast-paced high volume environment that requires precise communication, both orally and in writing.
  • Previous experience providing proactive, tailored 1:1 high-level support for multiple executives.
  • Prior experience managing high volume calendars and strategic scheduling for multiple individuals across many time zones.
  • Strong solutions focus and customer service orientation.
  • Detail orientated
  • Experience working collaboratively in team environments.
  • Strong interpersonal skills and leading through influence amongst diverse populations while demonstrating emotional intelligence.
  • Demonstrated ability to take initiative—while remaining calm under pressure
  • Ability to identify and act upon the critical tasks when faced with multiple competing priorities.
  • Persistent, resourceful problem-solving with excitement to take on challenges.
  • Flexible and good humored in a deadline-driven, results-oriented culture in an organization on the move and always striving for excellence.
  • Can quickly adapt to learning new technology as necessary (we use MS Office Suite, with an emphasis on Outlook, PowerPoint and Excel, in addition to Google Suite, SharePoint, Concur, Salesforce and others).
  • Prior experience scheduling complex travel arrangements and compiling expenses preferred.
  • Prior virtual employment experience is a plus!

Who You Are

  • A resourceful problem solver who is able to anticipate and adjust for unexpected barriers to success
  • You proactively and strategically multi-task a high volume of assignments
  • You follow through on issues in a timely manner and with minimum supervision
  • You lead by influence – establishing open lines of communication and understanding and including the perspectives of others
  • Outstanding organizational skills and ability to manage projects on tight deadlines with quality
  • You are practiced in making quality decisions under pressure

Location & Compensation

You will primarily work from home, but you should be able to travel for firmwide engagements a few times a year (roughly 5-10% travel) once it is safe to do so from a public health perspective.

Education First offers a market-based competitive salary, comprehensive and generous benefits package (including PPO health insurance, six weeks of paid time off/holidays and extended leave), work-life flexibility and professional development opportunities. The salary range for this position is $57,000 – $77,000 (with 20% of the offer supplemented by local market trends if that market is higher than the national market). We typically set initial starting salaries between the minimum and the 25th percentile of the pay range ($57,000 – $62,000) to ensure there is room for growth over time.

Education First actively engages our team with a robust Race, Inclusion, Diversity and Equity (RIDE) strategy to build our staff and organizational capacity to lead on issues of equity and to increase diversity, equity and inclusion at all levels of the firm. As a proud equal opportunity employer, we strongly encourage applications from candidates of all races, national origin, age, religion, creed, veteran or disabled status, sexual orientation, gender identity or gender expression.

POSITION PAY RANGE 57,000 – 77,000

FULL-TIME/PART-TIME Full-Time

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