Executive Assistant/Office Manager

POSITION & TEAM SUMMARY

KIPP Jacksonville Public Schools seeks an exceptional office professional for a dual role on the Shared Services team. This position would have two primary responsibilities. The first would be serving as an Executive Assistant to our Chief Operating Officer; the second would be serving as an office manager for the year-round Shared Services team. Day-to-day functional areas for this role include effortlessly organizing and scheduling day-to-day priorities for the Chief Operating Officer while understanding and executing on needs for the larger team. This individual can establish trustworthy relationships across the Shared Services team and navigate complex and sometimes confidential situations with ease. They would oversee typical office functions for the 30+ person Shared Services team to create efficiencies and streamline processes across the growing team.

This role is ideal for someone who is interested in growing into a special project or similar manager role in a non-profit or school system. A nurturing and empowering candidate who has a strong commitment to social and racial justice would be a natural fit for this role. This person should have the ability to multitask throughout the day, work well with a variety of stakeholders, and be extremely detail-oriented.   RESPONSIBILITIESAdministrative Support Provides executive/admin support for the office of the Chief Operating Officer (COO), including but not limited to managing calendars, scheduling meetings, taking notes, monitoring email communication(s), and streamlining communication systemsAssists with document processing and preparation of reports for operational functions, including for charter audits. Assist with the codification and formalization of processes across the operations teamReconciliation of the monthly credit card statements for the COO Assists with the editing of documents, presentations, newsletters, email blasts, etc. Assists with committee meetings, including scheduling, agenda creation, and facilitating meetings when neededAssists with organizing, setting up, and preparing materials for regional events and meetings.Assists with booking any relevant travel for relevant Chief-level officers and their teamsOrder, pick up, or coordinate catering for special team meetings or regional events Perform other duties as assigned, including attending regional meetings and eventsOffice Management Assists with office supply inventory and processes orders for the relevant team, as needed, including supplies for copy machines, basic office supplies, etc. Assist with compliance, as needed, by collecting relevant information from key stakeholders across the region to submit for compliance purposesDesign systems to streamline requests across the team (i.e. ways to book travel, ways to request supplies, etc.) Send email reminders to the relevant team for weekly updates on regional priorities, upcoming events, reminders to take surveys, etc. Execute on systems to streamline communications between departments across the shared services team (i.e. email cadences, trackers, etc.) Keep common team areas organized and well-stocked as needed