Executive Assistant

Description

Title:   Executive Assistant

Supervisor:  Chief Executive Officer 

Department: District

Classification:  Exempt

Contract Length: 12-month 

Founded in 2000, the Milwaukee Academy of Science is a K4-12th grade independent charter school serving over 1,700 scholars at its two campuses. The mission of MAS is to graduate students prepared to compete successfully at the post-secondary level. African American students comprise 99% of the student body and over 97% of students qualify for free or reduced meals. Regardless of student background and external factors, MAS maintains the expectation that students should be on grade level and proficient on state assessments. 

As our highly reputable team with a critical mission continues to deliver fabulous impact, we are restructuring for future and next-level success! Experienced and proven executive assistants with a commitment to positive impact are encouraged to apply!

Executive Assistant Position Summary: As a strategic partner to the Chief Executive Officer (CEO) and potentially other C-Suite executives, this high-impact Executive Assistant role ensures the efficient and seamless functioning of the executive office. This trusted individual serves as a primary point of contact, expertly navigating complex schedules, orchestrating internal and external interactions and communications, developing crucial materials, and managing highly sensitive information with impeccable discretion and professionalism. Operating in a close one-on-one relationship, the Executive Assistant acts as a key interface for all internal and external stakeholders regarding CEO matters and liaises effectively with the board of trustees. Success in this demanding role requires exceptional organizational prowess, unwavering adaptability, keen emotional intelligence, and a proactive approach to anticipating and addressing the needs of executive leadership.  Excellent written and verbal communications skills are essential. 

Essential Duties and Responsibilities...

• Executive Calendar Management: Skillfully manage the CEO's and potentially other C-Suite members' complex and ever-changing calendars, including scheduling and prioritizing appointments, meetings (both internal and external), travel arrangements, and professional commitments. Proactively identify and resolve potential conflicts to optimize time management.
• C-Suite Support: Provide comprehensive administrative support to the CEO and potentially other C-Suite executives, including managing correspondence, preparing reports and presentations, and assisting with special projects as needed.
• Meeting & Event Coordination: Plan, organize, and execute a variety of meetings and events, ranging from internal leadership team gatherings to external stakeholder meetings. This includes managing logistics, preparing agendas and materials, coordinating technology, and overseeing on-site arrangements.
• Communication & Liaison: Act as a primary point of contact for the CEO, screening calls and correspondence, responding to inquiries with diplomacy and efficiency, and facilitating seamless communication between executive leadership and internal and external stakeholders.
• Confidentiality & Discretion: Maintain the highest degree of confidentiality regarding sensitive organizational, financial, and personnel information, exercising sound judgment and discretion in all interactions and handling of materials.
• Administrative Excellence: Provide comprehensive administrative support, including preparing professional correspondence, managing electronic and physical files, processing expense reports, and handling other administrative tasks with accuracy and efficiency.
• Office Stewardship: Foster a welcoming and professional environment within the executive office, serving as a point of contact for staff, partners, and visitors.
• Proactive Anticipation: Foresee the needs of the CEO and potentially other C-Suite members, proactively identify potential challenges, and develop solutions to ensure smooth and efficient operations.
• Project Support: Independently lead or manage projects of strategic importance, including developing timelines, coordinating cross-functional teams, and delivering outcomes aligned with executive goals. 
• Strategic Decision Support: Provide input and recommendations on policy implementation, procedures, and systems to improve executive operations and organizational efficiency.
• Process Ownership: Independently manage executive-level processes such as board communication protocols.
• Judgment & Autonomy: Exercise independent judgment in responding to communications, prioritizing executive engagements, and making administrative decisions in the CEO’s absence.
• Board Liaison: Facilitate communication and coordination between the CEO and the Board of Directors, including preparing and distributing meeting materials, managing logistics, recording and distributing minutes as needed, and maintaining board records.
• Other Duties: Perform other duties and assume additional responsibilities as required to support the effectiveness of the executive leadership team.

An individual in this position must be able to perform the essential duties and responsibilities listed above successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualifications:

• Demonstrated expert proficiency with computer software, including Google Suite, MS Word, Excel, PowerPoint, and Outlook.
• Proven skills in effective organization, problem-solving, attention to detail, flexibility, and adaptability to dynamic environments.
• Demonstrated ability to work effectively with a wide range of constituencies, including board members, staff, external partners, and community stakeholders.
• Exceptional time management skills and the ability to prioritize tasks effectively in a fast-paced environment.
• Demonstrated ability to work effectively both independently and as a collaborative member of a team.
• Exceptional written, verbal, and interpersonal communication skills; a strong customer-service orientation with a particular emphasis on diplomacy and tact.
• Strong analytical and decision-making skills with demonstrated experience in policy implementation, operational oversight, or organizational planning that impacts business operations.
• Impeccable organizational skills, including the ability to manage multiple priorities, meet deadlines, and maintain meticulous attention to detail.
• Ability to anticipate needs, take initiative, and exercise sound judgment.

Education and/or Experience:

• A bachelor's degree and/or equivalent related experience is preferred.
• Minimum of 5 years of demonstrated experience providing high-level administrative and executive support, preferably to C-Suite level executives.
• Experience in office management and project support is highly desirable.
• Familiarity with K-12 education, the Milwaukee community, and the nonprofit sector is a plus.