The Executive Assistant is the critical first point of contact and serves as a primary resource for interactions with network staff, school leadership, board, and donors. The ability to work under pressure on competing responsibilities with resilience, discretion, diplomacy, and accuracy is essential.
You will work with a team of mission-driven, high-achieving, passionate colleagues to help Zeta succeed in its mission to build and sustain high-performing schools that forge thriving communities of lifelong learners, problem solvers, and innovators.
As an Executive Assistant, you will be responsible for:
Organizes and sets priorities among a variety of complex tasks, including a high volume of regularly occurring work and constantly changing array of special projects and calendar demands
Manages a complex and dynamic calendar; supervising the response to requests for the CEO’s time which can be complicated, time sensitive, highly confidential and can necessitate an appropriate setting of expectations
Manage incoming requests to the CEO by prioritizing, researching and responding to or delegating responses as appropriate.
Fields telephone calls and visit requests; decides on a daily basis which inquiries can be handled directly, which should be referred elsewhere, and which must be addressed by the CEO
Identifies, prepares and compiles necessary materials to ensure that the CEO has appropriate information for meetings, reports, presentations, events, and special projects
Organizes, manages, and provides administrative support for special projects and events; undertakes research projects and collects and analyzes data as background for meetings and special projects
Monitors and approves expenses for the department accounts and ensures high-level expenses are approved by the CEO
Prepares routine correspondence, electronic materials, and documents
Maintains the files for the CEO – including electronic and hard copies
Reviews and updates office procedures, workflow and communications
Undertakes and manages special projects or perform other assignments for the CEO
We are looking for talented Executive Assistant with a Bachelor’s Degree and at least 2-3 years of experience+ supporting a high-level executive in a fast-paced work environment.
Additionally, we are looking for the following characteristics:
Excellent organizational, problem-solving and data gathering skills and ability to manage multiple priorities in a fast paced, changing environment
High degree of judgment, tact, and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office
Trustworthiness and reliability at the highest levels
Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages
Ability to be proactive and demonstrate initiative; ability to work independently, accurately, and exercise discretion
Ability to plan ahead and anticipate the needs of the CEO
Strong work ethic; commitment to completing work on a timely basis
Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require
Excellent written and oral communication skills; experience in handling communications with senior executives a plus
High level of proficiency with computer equipment including MAC, iPhone and iPad, and the Microsoft Office suite of applications including Word, Excel, PowerPoint, Outlook
Zeta Schools is seeking candidates who can start immediately. Compensation is commensurate with experience. Zeta Schools offers a competitive compensation package.
Work authorization required (candidate must have permanent authorization to work in the U.S.). Zeta Charter Schools is an equal opportunity employer and has a strong commitment to diversity. Candidates of all backgrounds are encouraged to apply.
Zeta Charter Schools is a next generation charter school network in NYC that launched two public charter schools in the South Bronx and Inwood communities, with plans to grow to ten schools serving Pre-K-12th grades. As we expand to K-2 for the 2019-2020 school year, Zeta Charter Schools is focused on a people-first culture that maintains high expectations to enable team members to grow personally and professionally. Zeta’s mission is build and maintain high-performing schools that forge thriving communities of lifelong learners, innovators and problem solvers.
What makes Zeta unique?
In addition to cultivating a high-performance culture that fosters extraordinary outcomes, Zeta Charter Schools has a focus on innovation learning as well as mindfulness and wellness to drive our rigorous hands-on academics. With the implementation and adaptation of Compass Programming, we promote an environment of mindfulness that serves as a strong foundation for a respectful school community. Additionally, we believe our Zeta design combines the best of an academically rigorous education, focused on critical thinking and problem solving, with cutting edge technology and tools.