Executive Assistant to the
Chief Academic Officer
Role Mission: The Chief Academic Officer oversees all of the academic programming design and development across all IDEA schools, including core academics, Career & Technical Education, Special Programs, Program Innovation, PE, Assessment, and Camp Rio. The role of the Executive Assistant is to support the Chief Academic Officer with calendaring logistics, planning, and execution as well as ensure that team meetings and events are executed with strong vision, planning, and contribute to a high-quality experience. The Executive Assistant will also manage the travel support for the Chief Academic Officer and AST Chief of Staff. In addition to the regularly executed tasks above, the Executive Assistant will support the Chief of Staff with various project tasks to ensure goals for project development and implementation are met.
What You’ll Do – Accountabilities
In this role you will:
Outline, share, and follow month-end reconciliation process with leadersEnsure that all purchase card transactions have adequate descriptions and appropriate account codesMonitor reimbursementsRequest missing receipts from purchase card holdersSubmit all proper documentation to business office by the 3rd business day of each monthPlan team meeting events, including logistics and mealsManage project plans, relationships with hotels and vendors, and internal stakeholders to meet timelinesManage communication around events, in partnership with others on planning committeeMonitor the CAO’s email and flag, as appropriateDraft initial communication or follow up communication for reviewSit in meetings to take notes, send out notes and next stepsSet appointments, travel, and corresponding needs for the CAO and Chief of Staff Conserve CAO’s time as best as possibleAssist with calendaring and communication of pre-meeting requests and post-meeting follow-upsPlan and execute requested logistics for meetings Assist with travel arrangementsSupport the Chief of Staff’s key initiatives, projects, and events through timely task completionPrioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressuresAnticipate and independently manage the many small, though important, details for daily executionEnsure all assigned tasks are completed by deadline and deliver on all agreed-to commitments and hold others accountable to do the sameProvide actionable, timely feedback to partners and be open to receiving and acting upon their feedback
Location: This is a full-time hybrid (remote/on-site) position based in Texas with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate.
What You Bring:
Competencies:
Proven ability to work effectively in a team environment with associates.Effective planning and priority setting. Ability to manage several projects simultaneously while working under pressure to meet deadlines.Comfort with collaboration and coordination of relationships with decision makers and influencers of organizationsDetail-orientedExcellent communication and organization skills.
Qualifications:
• Education: Bachelor’s degree preferred, experience accepted in lieu of degree
• Experience: 5+ years of comparable experience
Knowledge and Skills:
Proficiency in Microsoft 360
Compensation & Benefits: Salaries for people entering this role typically fall between $58,400 and $67,200, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment
Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.
Learn more about IDEA
At IDEA the Staff Culture and Belonging Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members. Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values
IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.