Confidential Executive Assistant - Network

Position: Confidential Executive Assistant

Reports to: Chief Executive Officer /Board Presidents

Qualifications

• Bachelor’s degree or a minimum of 5 years of experience as an executive assistant.
• Highly organized with the ability to prioritize and manage multiple tasks and demands effectively.
• Proficient in Google Workspace, Microsoft Word, Excel, Canva, PDF management, flyer design, and online scheduling tools.
• Demonstrates accuracy and thoroughness in all tasks.
• Consistently displays poise, tact, and diplomacy when handling calls, inquiries, and tasks of varying priority.
• Exercises sound judgment and maintains a high level of integrity when managing sensitive and confidential information.
• Strong ability to communicate effectively with individuals at all levels, including board members, students, families, and colleagues.
• Works well in a team environment, exhibiting maturity, humility, and a sense of humor.
• Maintains a positive attitude and demonstrates a growth-oriented mindset.
• Capable of evaluating challenges, prioritizing work, and implementing effective solutions.
• Must possess and maintain valid Pennsylvania school clearances.

Expectations:

The employee will:

• Demonstrate ethical conduct and confidentiality of information for students and staff.
• Possess and maintain an excellent work ethic, positive attitude, and flexibility.
• Be a positive representative of the school and support the overall school mission and vision.
• Adhere to all school policies and procedures outlined in the employee handbook.

Job Overview: MaST Schools is looking for a Confidential Executive Assistant. The Executive Assistant will be responsible for high-level administrative and executive support tasks for the Boards of Trustees, Chief Executive Officer, and Chief Schools Officer of MaST Schools. The Executive Assistant reports to the CEO but works closely with three Board Presidents and their Boards. The ideal candidate will be detail-oriented and highly organized. This is an outstanding opportunity to support an organization focused on improving the academic and social outcomes of children from across the city of Philadelphia.

Responsibilities:

• Manages a complex calendar for a very busy/dynamic CEO position. Schedule meetings such as employee/teacher meetings, student meetings, leadership meetings, special education meetings, and legal meetings across multiple campuses. Should be available at all times by phone/text (within reason).
• Perform complex and confidential administrative functions for the CEO, including but not limited to maintaining and updating all electronic file folders for the CEO, MaST Schools Boards, and the Foundation.
• Compiles CEO travel mileage and sends it to the Business Office for reimbursement.
• Assists CEO in preparing recommendation letters for students and employees as needed.
• Scans and processes all legal invoices.
• Works with the Finance Office on supply orders and credit card receipts and organizes board dinners and other lunch meetings when necessary.
• Manage multiple spaces for administration functions and meetings, including priority spaces such as the Board Room calendar.
• Screen all calls such as: Answering media, parent, and sales calls when needed before the CEO receives or responds to these inquiries.
• Maintain confidentiality of any and all leadership team discussions and sensitive information.

Provides support to the Boards with the following:

• Prepare board agenda and resolutions and attend monthly board meetings held on the evening of the third Wednesday of the month. Note-taking/recording and compiling board meeting minutes promptly. Prepare materials and coordinate breakfast or dinner for the Annual Board Retreat.
• Organizes and updates Board Policies and Procedures Manual and Amended Bylaws and keeps electronic files.
• Update Board Clearances when due.
• Coordinate the submission of the annual Statement of Financial Interest Forms for all Boards and Administration.
• Provide support for all events when needed.

Professional Obligations

• Adhere to Professional Standard of Conduct, including confidentiality, code of ethics, and appropriate internet use, as outlined in the Policy and Procedures manual and Staff Handbook.
• Follow all approved board of trustee policies, including Financial and Purchasing and Attendance.
• Perform all additional related duties and responsibilities as designated by the Board of Trustees, CEO, or Network Team.

Terms of Employment: Twelve (12) months. Contract terms and salary to be determined by the Board of Trustees.