Executive Assistant
Job Overview:
Kuumba Academy Charter School (KACS)
Kuumba Academy Charter School is seeking a highly skilled, proactive, and discreet Executive Assistant to serve as a strategic partner to the Chief Executive Officer (CEO). This individual will play a critical leadership support role, managing complex administrative operations and helping to drive key organizational initiatives with precision and professionalism. The ideal candidate is a forward-thinking problem-solver who operates with exceptional judgment, integrity, and attention to detail, capable of anticipating needs, managing competing priorities, and representing the CEO with the utmost professionalism.
Under the direct supervision of the CEO, the Executive Assistant will provide comprehensive administrative and executive support, facilitating effective communication and coordination across all levels of the organization. Key responsibilities include managing executive tasks; drafting and editing correspondence, presentations, and reports; collecting and distributing critical information to internal and external stakeholders; preparing and maintaining official Board documents; and supporting the CEO in planning and executing high-level meetings, events, and strategic initiatives. The Executive Assistant will also manage the School Board Meeting Calendar and provide limited clerical support to the Board of Directors.
This role requires a high degree of discretion, professionalism, attention to detail, and the ability to manage competing priorities in a fast-paced, mission-driven environment. In addition to exemplary executive support skills, the Executive Assistant must demonstrate proficiency in artificial intelligence tools, data visualization, and digital platforms to streamline communication, support data-informed decision-making, and elevate operational efficiency across the organization.
Key Competencies and Professional Characteristics
- Assist the CEO in the general administrative operations of the school district.
- Prepare reports for the CEO as requested.
- Serve as the primary administrative and strategic support to the CEO, handling confidential matters with the highest level of discretion and sound judgment.
- Anticipate the needs of the CEO and proactively initiate actions, communications, and decisions to optimize daily operations and long-term planning.
- Prepare high-quality correspondence, briefings, reports, presentations, and talking points for internal and external audiences, ensuring alignment with Kuumba’s mission and brand.
- Leverage AI tools and data platforms to assist with research, report generation, workflow automation, and the preparation of board and executive materials.
- Coordinate and manage the CEO’s schedule, priorities, and communications, ensuring efficiency, strategic alignment, and optimal use of time.
- Facilitate smooth communication and alignment between the CEO and internal/external stakeholders, including board members, senior leadership, community partners, and funders.
- Plan, coordinate, and support logistics for high-level meetings, school board sessions, and community forums, including agenda development, document preparation, and follow-up execution.
- Track progress on executive-level projects and initiatives, ensuring accountability, follow-through, and timely reporting.
- Maintain and update school policies, bylaws, board resolutions, and procedural documents as directed by the CEO.
- Provide oversight of financial records, office budgets, supply procurement, and reconciliation tasks as needed.
- Supervise clerical support staff as assigned, modeling excellence, professionalism, and a culture of continuous improvement.
- Represent the CEO’s office with professionalism and diplomacy in all interactions, fostering positive relationships within the school and broader community.
Organizational & Administrative Excellence
- Exceptional time management and prioritization
- Ability to manage multiple deadlines with precision
- High-level organizational skills and systems thinking
- Event planning and coordination experience
- Grant writing and research experience
- Budget tracking and basic bookkeeping skills
Communication & Interpersonal Skills
- Professional, concise, and persuasive written communication
- Clear and diplomatic verbal communication with internal and external stakeholders
- High emotional intelligence and interpersonal savvy
- Ability to represent the CEO with professionalism and tact
- Customer service orientation when engaging with board members, parents, staff, and community leaders
Educational Background and Requirements
- Bachelor’s degree required; Master’s degree or advanced training in business administration, public administration, educational leadership, or a related field strongly preferred.
- Minimum of 5 years of high-level executive support experience, preferably in education, non-profit, or mission-driven sectors.
- Demonstrated expertise in AI tools (e.g., ChatGPT,Gemini, Notebook LM), project management platforms, and digital productivity suites.
- Exceptional written and verbal communication skills, with the ability to produce polished and persuasive content for diverse audiences.
- Strong organizational, planning, and multitasking abilities, with a keen attention to detail and accuracy.
- High degree of initiative, ownership, and the ability to work autonomously in a fast-paced, dynamic environment.
- Proven experience maintaining confidentiality and exercising sound judgment in sensitive matters.
This is a 12-month position.
Compensation:
Salary for this position is competitive and commensurate with experience.