CEO Executive Assistant

Who We Are

Founded in 2001, LEARN is a network of high-performing college preparatory, tuition-free public elementary and middle schools with the mission of providing children with the academic foundation and ambition to earn a college degree. We are a non-profit, publicly funded school network of 12 college preparatory schools serving 4,100 students in grades PreK-8 across Chicago, Waukegan, and North Chicago in Illinois, and Washington, D.C. 

What You’ll Do

In this role you will navigate the inner workings of our dynamic, mission-driven organization with a strong track record of results from seasoned educational and nonprofit professionals. This role is responsible for facilitating a strong partnership and key activities between the CEO, the Executive Team and the Board of Directors, as well as extensive administrative duties. You will provide expert administrative support to the CEO and as needed to the executive teams directly reporting to the CEO,  conduct event planning, and coordinate board meetings. 

The ideal candidate will demonstrate  a mature, professional demeanor, be a self-starter who takes initiative, is extremely detail oriented, and thrives in a fast-paced environment working with a very busy CEO. Someone who can manage the CEO and be a forward thinker is ideal. This position requires in person work days with some flexibility to work from home depending on the CEO's travel schedule. 

Key Functions and Responsibilities:

CEO Support & Internal/External Stakeholder Collaboration:

• Manage the calendar, contacts, travel, emails and key projects of the CEO
  • Schedule external/internal weekly/bi weekly meetings
  • Be the contact database point person and keep database up to date
  • Organize and track reimbursement for all expenses including mileage 
  • Oversee travel arrangements and agenda planning
  • Sort, manage and organize email and documents that require CEO’s signature
  • Maintain active to-do and call lists
• Manage stakeholder relationships in partnership with the CEO; read and understand key management reporting requirements of the charter agreements that govern the 11 schools 
• Collaborate and coordinate across Finance, HR, Marketing, Development, and Board executive teams; including, but not limited to: Proactive communication around CEO’s calendar and quarterly priorities so teams have visibility into the CEO's schedule.
• Research, write first drafts, proof and prepare presentations to be presented by the CEO and the direct reports to the board of directors and external stakeholders..
• Reading incoming memos, submissions and distributing them as necessary to the CEO or key parties including via hard copy print.
• Exhibit prompt response and professional communication skills in written correspondences with key donors, vendors, and constituents.

Board Management  (LEARN Network and LEARN DC)

• Schedule Board and Board Committee meetings
• Coordinate and manage materials and communication/follow up for meetings
• Liaison for CEO/Board Member questions or concerns 
• Support all logistics for meetings including virtual, on-site, in-person support, specifically:Ensure that Board meetings are in compliance and coordinate the OnBoarding of new Board Members
• Taking detailed notes, publishing and following up on Board minutes 
• Keeping Board portal/directory Information updated 

Event Planning & Management

• Assist in the coordination of special events including logistics, program planning, site visits, payments, and follow-up.
• Manage all aspects of the events CEO and CMO Leaders will attend; may require travel to provide onsite support for off-site events
• Board Retreat planning and coordination
• Help coordinate and plan logistics around the Annual Leaders Retreat
• Manage/coordinate Staff Events sponsored by the CEO’s office
• Onsite meeting/ interviews hospitality for meetings to be attended by the CEO or Board members

What You'll Need

• 5 years of experience as an Executive Assistant or Office Manager in a professional, entrepreneurial, environment supporting senior managers.
• Excellent oral and written communication skills; proofing skills are required.
• Must be highly customer focused, self-motivated, proactive, and pay strong attention to details.
• Advanced knowledge of Microsoft Word, Excel, Google Suite, PowerPoint, and Outlook.
• Ability to manage multiple tasks while maintaining a professional demeanor and remaining highly organized.
• Must possess a high degree of professionalism, discretion and ability to maintain confidentiality.
• Ability to work in a highly self-directed capacity and meet deadlines that may change on short notice.
• Experienced in overseeing complex projects from start-to-finish.
• Ability to anticipate and foresee roadblocks and proactively take steps to prevent problems.
• Excellent analytical skills, able to make inferences while executing projects, and take initiative.
• The ability to lead and collaborate with a diverse group of professionals and stakeholders.
• Ability to professionally represent the CEO and the LEARN network.
• Commitment to the charter school movement, with a passion for educating urban students.

Benefits Summary:

We offer a comprehensive and competitive benefits package for all full time employees, including:

• Medical, Dental and Vision Insurance
• Paid vacation, personal days, paid holidays
• Short and long term disability
• Paid life insurance
• 403B

Physical Demands

Nature of work requires an ability to operate standard business office equipment.  Requires the ability to communicate and exchange information, collect, compile and prepare work documents, set-up and maintain work files.   Physical demands require the ability to stand, bend, reach high and low, stoop, in addition to walking up and down stairs several times a day.  Must be able to lift 15 to 20 pounds for short periods of time and push and pull 15 to 20 lbs.  

Working Conditions

Staff will be working in a busy environment.  Majority of work will be performed in a general office/school environment.   Also requires participation and attendance at organization sponsored events and meeting

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of LEARN Charter School Network. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, national origin, age, family medical history, disability or veteran status.