About the positions

These positions will be home based or may work at our office in Los Angeles, CA. or Chicago. Applicants who work remotely must have quiet, dedicate workspace available that is suitable for video conferencing with management and outside contacts. Applicant who have advanced computer skills are strongly encouraged to apply.

If selected, Online Application, resume, cover letter and two letters of recommendation. Please state clearly in your cover letter your experience that qualifies you for this position. If you possess a current typing certificate, please include that as well.

These are Executive Assistant position reporting directly to the Executive Directors for each program.  We are looking for individuals with extensive experience with administrative support, scheduling, excellent writing and grammar skills, handling of confidential information.

We have a very generous, competitive benefits package that includes 100% employer-paid Medical/Dental/Vision (single), Retirement (state PERS), Vacation (10 days), Sick and Holiday – with 2 weeks of paid time off over the holiday season. 

Full Job Description: 

CHARACTERISTICS OF THE CLASS:  Under general direction, plans, coordinates and performs a variety of complex, advanced-level administrative duties requiring independent judgment and analysis; plans, organizes, and coordinates executive office activities and communications to relieve the Executive Directors of routine administrative and technical details and responsibilities.

DISTINGUISHING CHARACTERISTICS:  These positions are distinguished by the required degree of initiative and independent decision-making, the breadth of responsibility, the confidential nature of the work and the level of administrator to whom assigned.  Duties and responsibilities cover a broad range of charter school activities.

EXAMPLES OF DUTIES:  Any one position may not include all of the duties listed nor do all of the listed examples include all of the tasks which may be found in positions of this class.

• Works with staff, parents, students, advisory board, governmental agency representatives, and the community under general direction of the Executive Director.
• Acts as information source or liaison regarding program policies, procedures and operations of the charter school and assigned administrative support functions.
• Conducts initial conversations or interviews in person or on the telephone with the public, employees, parents, students and outside agencies, and answers questions, clarifies policies, resolves issues/problems/complaints, refers to an appropriate staff member, or makes appointment with the Executive Director.
• Makes decisions based on established policies and procedures; exercises discretion and independent judgment in resolving problems, referring more difficult matters to the appropriate staff member or administrator.
• Plans, organizes, coordinates and manages executive office activities, communications, and information to relieve the Executive Director of routine administrative and technical details; independently composes and prepares difficult correspondence; and researches, compiles, summarizes, copies and distributes various forms, reports, and statistical data.
• Writes, edits, proofs and/or publishes policies, procedures, directives, reports, bulletins, memos, letters, and newsletters on behalf of the Executive Director.
• Establishes and maintains controls, and performs specialized tasks relating to administrator’s area of responsibility; and processes details not requiring the attention of the Executive Director.
• Participates in the development and review of polices and procedures and provides critical feedback to administrative staff in various areas including, but not limited to: school policies that relate to teachers, students, parents, employees, vendors, district policies, charter school policies/law, salary schedules and employee/employer relations.
• Assists in ensuring compliance with various district, state, and/or federal regulations.
• Schedules, organizes and coordinates meetings, seminars, conferences, receptions, ceremonies, special events, travel, projects and appointments for the Executive Director and the charter school.
• Prepares agendas and schedules; organizes and attends meetings; takes notes and/or dictation; prepares official minutes and/or summaries and distributes information as required.
• Maintains and manages the office budget; authorizes purchases and expenditures; and prepares, compiles, updates, adjusts and summarizes budget information. 
• Compiles and analyzes documents related to school policies and procedures including, but not limited to: gathering data, report preparation, special project assignments, and other general charter school practices and procedures.
• Assembles and processes confidential and sensitive information pertaining to personnel issues, student issues, parent issues, and other related charter school issues.
• Keeps special confidential correspondence, complex files and records; maintains control files on matters in progress and expedites completion.
• Plans, coordinates and prioritizes work activities to meet established objectives and deadlines.
• Operates a computer for input, output, update, and access of a variety of records, information, and documents; generates reports, records, lists, and summaries from computer databases.
• Attends staff meetings, in-service training activities, workshops, classes, conferences and other training.
• Maintains confidentiality.
• Performs other duties as assigned.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE: 

• Two years of college with an emphasis in English, computers or a business related field AND four years of increasingly responsible administrative or secretarial experience.

        OR

• Six years of administrative or secretarial experience with increasingly responsible work.