Executive Assistant

Organization Summary 

Buck Institute for Education, a 501(c)(3) nonprofit organization (dba PBLWorks) headquartered in Northern California, is the industry leader in providing professional development and support services related to Project Based Learning (PBL). PBLWorks creates, collects, and shares high-quality PBL tools and resources with K-12 teachers and leaders across the country. At PBLWorks, we believe that all students — no matter where they live or what their background — to have access to quality PBL instruction to deepen their learning and achieve success in college, career, and life.

Position Summary

PBLWorks is poised for its next phase of growth, innovation, and impact. Our Strategic Plan 2024–2028 expands our focus from professional learning to support teachers in designing PBL units to the development of new products and redesigned services that enable all teachers to implement PBL by creating curriculum units that teachers can adapt and the creation of a digital platform that teachers can access from anywhere at any time. This role, along with the rest of the team, will allow us to fulfill our mission to build the capacity of teachers and school systems to design and facilitate high-quality Project Based Learning.

The Executive Assistant (EA) provides broad administrative and executive support to the CEO, COO, and Chief of Staff in a variety of critical areas, including office management, events management, and communications. This position is ideal for a collaborative, driven, and detail-oriented professional looking to provide excellent service to a high-impact organization during a period of growth. 

Key Responsibilities

The Executive Assistant will:

• Maximize the CEO and COO’s time and effectiveness by expertly managing their calendars, prioritizing appointments, arranging meetings and travel.
• Working with the COO and Chief of Staff, support leadership and Board meetings and retreats by owning the logistics and operations of these gatherings, creating and distributing materials, taking meeting minutes, and capturing action items.
• Work with the executive leadership team to support ongoing organizational priorities on an ad-hoc basis, i.e., events management, retreats/summits, and/or leading special projects as needed. 
• Oversee and own office management duties to ensure that the office is orderly and operating smoothly, including managing inventory of marketing collateral, publications, and supplies.
• Lead office move and layout planning.
• Receive, sort, distribute, and process incoming mail, update check logs; also ensure all collateral is labeled and delivered for external meetings and presentations.
• Perform general administrative duties, such as credit card reconciliation, expense reimbursements, and other related items. 
• Other duties as assigned. 

Requirements, Skills, and Abilities

This role must believe in PBLWorks’ core values, be driven by our mission and vision, share our commitment to advancing racial equity, and be comfortable breaking new ground to lead social change. They should have demonstrated relationship management experience. 

Specific requirements include:

• A 4-year college degree or equivalent years of experience.
• A minimum of 5 years of hands-on experience in a senior leadership supporting role, including all aspects of internal communications, project management, events management, office management, and calendar management.
• Ideally, you have a notary license or are willing to become licensed.
• Experience supporting smooth office operations and the desire to create productive, welcoming spaces for our staff.

Additional requirements are:  

• Strategic Vision and Agility: the ability to think strategically, anticipate future consequences and trends, and incorporate them into the organizational plan.    
• Results-proven track record of exceeding goals and a bottom-line orientation; evidence of the ability to consistently make good decisions through analysis, wisdom, experience, and judgment; high level of business acumen; problem-solving, project management, and creative resourcefulness.  
• Impeccable integrity, clear communicator in writing and verbally.     
• Flexible and able to multitask; can work within an ambiguous, fast-moving environment while driving toward clarity and solutions; demonstrated resourcefulness in setting priorities and guiding investment in people and systems.    
• Action-oriented: enjoys working hard and looking for challenges; proactive; not afraid to take risks.

The successful candidate will possess these skills and abilities:

• Ability to thrive in a collaborative and diverse environment.
• Strong analytical skills; basic business intuition.
• Great listener. 
• Outstanding verbal and written communication skills.
• Excellent interpersonal, facilitation,  and negotiating skills
• Extraordinary organizational skills with an exceptional focus on accuracy and accountability. 
• Excellent time management skills with a proven ability to meet deadlines and prioritize.
• Data-driven with strong analytical and problem-solving skills.
• Ability to adapt to the needs of the organization and employees.

The successful candidate will reflect these attributes:

• Integrity, a positive attitude, and self-direction.
• Belief in transparency and open communication.
• Passionate about addressing equity in the workplace and education.
• Ability to build trust quickly and be seen as an advocate for all employees.
• A team player who can work effectively with peers and other associates within a collegial yet demanding work environment

Reporting & Relationships

The Executive Assistant reports to the COO, and works closely with the CEO as well as other members of the ELT. 

Location

•  This position is located in the main office in Novato, California (located within the San Francisco Bay Area). We expect this hybrid role to be present in the office about 2-3 times per week. 

Physical Requirements:

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Must be able to lift 15 pounds at times. 

Compensation & Benefits

• This full-time, exempt role offers full health benefits (including medical, dental, and vision), a 403b, and life and disability insurance. PBLWorks offers competitive pay (commensurate with experience) and a generous benefits package.  
• The salary range for this position is $98,000 - $108,000, depending on experience. 

Additional Requirements

PBLWorks participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. We will only use E-Verify once a newly hired employee has accepted a job offer and completed the Form I-9.

As a company, we celebrate and embrace diversity. We actively seek a diverse pool of candidates in every hiring process. Buck Institute for Education is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act).

Salary : $98,000 - $108,000