Executive Assistant

Job description

This is a full-time position located from a remote office anywhere in the country with a requirement of national travel 3-5 times per year in accordance with public health guidelines.

What You’ll Do:

The Executive Assistant is a highly motivated, organized, and thoughtful supporter of the CEO and President’s daily operational management. Primary responsibilities include managing scheduling, logistics, travel, and expenses for the CEO and the President. This role is responsible for coordinating with internal team members, external stakeholders, peer organizations, funders, and board members, establishing solid relationships and maintaining timely follow-through of all communications. This individual works closely with the Chief of Staff to support board operations, including managing scheduling for board meetings as well as logistics for the annual in-person board meeting, and to maintain regular organizational communication structures, including the weekly team newsletter, org-wide Slack channels, and the internal team Google site. The EA plays a key role in ensuring all team members are connected to the information and resources they need to understand and execute on Instruction Partners’ priorities.

We are seeking a person who is organized and is consistently able to produce high-quality work products. This role requires a team player who is always willing to support the efficiency and effectiveness of our CEO and our President.

The Executive Assistant will report to the Chief of Staff and work directly with the CEO and the President.

In general, a successful Executive Assistant will:

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company.
• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Work with other teams to proactively provide information to coordinate and prepare for meetings.
• Proactively seek clarity and ask questions to ensure full understanding of tasks, context, and priorities in order to execute work accurately and efficiently.
• Maintain a sense of urgency and professionalism that conveys competence and calm to internal and external stakeholders.
• Operate with a clear sense of ownership over the systems that ensure clarity and minimize conflicts in the CEO and President’s schedules and that allow them to focus on the most critical aspects of their work.

Responsibilities:

Direct Support (75% of role)

Calendar and Scheduling

• Manage complex calendars for the CEO and President, responding to all meeting requests promptly and professionally
• Proactively ask clarifying questions to understand scheduling needs (e.g., attendee roles, priority, duration, modality, internal participation), including coordinating and leading regular meetings with President and CEO to address any questions
• Track all requests and scheduling context in Asana; ensure calendar reflects meetings, travel, and personal commitments
• Ensure all events include accurate location or Zoom links; manage reschedules and cancellations in a timely manner
• Flag conflicts and serve as a thought partner to resolve them effectively

Travel Coordination

• Independently plan and book travel (flights, hotels, transport) for CEO and President; provide options for review when needed
• Maintain up-to-date travel details in the calendar (including logistics, confirmations, and prep time)
• Flag and resolve conflicts with scheduled travel; support rebooking as needed

Communication Support

• Conduct research and create briefing materials (e.g., one-pagers) for funders, partners, and board engagements
• Provide light copy editing support
• Track and remind CEO of key team celebrations (e.g., work anniversaries, birthdays, family milestones, planned appreciation moments)

Expense Management

• Collect, code, and submit expense receipts in Ramp; follow up with vendors as needed
• Remind CEO and President to review and approve reimbursement requests

Meetings & Events

• Manage logistics for meetings and events (virtual and in-person), including preparing agendas, tech setup, note-taking, and follow up as needed
• Prepare briefing documents and materials; support on-the-ground logistics as needed

Support internal communication (15% of work time)

• Partner with Chief of Staff and others to evolve and implement internal communication strategy
• Work with People & Culture team to ensure onboarding for new hires includes clear guidance on communication norms and tools
• Maintain and audit Slack channels; support effective use and model brand-aligned communication
• Support annual calendar planning and maintenance
• Support creation of internal materials (e.g., slides, videos, meeting deliverables, messages from the CEO/President)
• Coordinate logistics and materials for team-wide Zooms and retreats; ensure recordings and follow-ups are posted promptly
• Curate and send weekly team email: gather submissions, clarify content, create original content to foster culture and connection, ensure timely and accurate delivery

Board Operations Support (5%)

• Collaborate with Chief of Staff and leadership to maintain calendar of board and committee meetings
• Track and support completion of annual board tasks (e.g., conflict of interest forms, contact updates)
• Assist with preparation and execution of quarterly board meetings

Org-wide responsibilities (5%)

• Participate in regular check-ins, feedback conversations, and the annual performance review process
• Complete required org-wide surveys and contribute to optional input opportunities as appropriate
• Engage in professional development identified with your manager
• Participate in organization-wide learning groups and community-building opportunities
• Attend the annual retreat and at least one additional in-person collaborative meeting

Required Candidate Qualifications:

• 3+ years of experience in executive-level administrative support, preferably in a fast-paced nonprofit, education, or mission-driven organization
• Proven ability to manage complex calendars, prioritize competing demands, and communicate with clarity and discretion
• Strong organizational skills and attention to detail, with experience tracking multiple workstreams using tools like Asana, Slack, Zoom, and Google Workspace
• Demonstrated ability to anticipate needs, ask thoughtful questions, and follow through independently
• Experience coordinating travel logistics, preparing briefing materials, and supporting both in-person and virtual events
• Excellent written and verbal communication skills, including light copyediting and professional correspondence
• Strong interpersonal skills with the ability to maintain confidentiality and exercise sound judgment in sensitive contexts
• Comfort with a high-autonomy role, supporting senior leaders and managing time-sensitive priorities
• Commitment to equity and to contributing positively to organizational culture, communication, and team-wide engagement

Candidate Qualifications and Traits:

• Experience supporting C-level executives in a mission-driven or education-focused organization
• Familiarity with internal communications, including drafting team updates or coordinating organizational messaging
• Experience preparing materials for boards of directors, senior stakeholders, or funders
• Ability to manage light design or formatting tasks in tools like Google Slides, Canva, or PowerPoint
• Comfort managing logistics for multi-day retreats or large-scale meetings, including travel and on-site coordination
• Demonstrated initiative in improving systems or workflows for efficiency and clarity
• Experience working in a remote or hybrid team environment

Capabilities:

• Subject Matter Expertise: Demonstrates deep understanding of executive support best practices, tools, and communication norms, and a strong desire to keep learning and improving in a fast-paced, evolving environment.
• Adaptability & Growth Mindset: Thrives in a dynamic setting, adjusts quickly to changing priorities, and remains flexible in the face of uncertainty; open to feedback and committed to continuous learning and improvement.
• Critical Thinking & Results-Oriented Execution: Plans and prioritizes effectively, proactively solves problems, and uses sound judgment to make decisions independently and collaboratively; takes initiative to drive high-quality execution.
• Strong Communication: Communicates clearly and with intention, tailoring messages to audience and context while listening actively and engaging others with professionalism and empathy.

Timeline:

1. Start date for this position is July 7, 2025.

Our Commitment to Diversity, Equity, and Inclusion in Hiring

At Instruction Partners, we know that difference enhances, transforms and strengthens our ability to serve students and schools. We invite and celebrate diversity of all perspectives, and we are deeply committed to ensuring equitable access and voice throughout our organization. Instruction Partners is proudly an equal opportunity workplace, and we value the inclusion of persons who have experienced poverty and/or for whom English is not their first language, and every race, gender identity, sexual orientation, disability, culture, ancestry, religion, national orientation, age, marital status or Veteran status. Join us, and let’s work together to support great teaching and accelerate learning for every student.

Compensation:

The salary for this role is $61,500.00. Detailed information about the organizational compensation philosophy can be found here. Competitive benefits and private retirement investment options are available, as well as a generous vacation policy. See our detailed benefits package here: 2023-2024 Benefits in Brief Overview. Additionally, Instruction Partners participates in E-Verify. Please see the E-Verify “Notice of Participation” and the Department of Justice “Right to Work ” posters for more information.”

Our Vision

All students experience an excellent education that prepares them to contribute to their community, achieve economic security, and pursue their dreams.

Our Mission

We strengthen instructional leadership in schools, school systems, and states to ensure teachers have the support they need to improve learning experiences and learning outcomes for students - with attention to students of color, students experiencing poverty, multilingual learners, and students with disabilities.

How We Work

Instruction Partners is a nonprofit organization dedicated to excellent instruction for all students, with a focus on students in poverty, students with disabilities, students learning English, and students of color. We keep one foot in practicality and the other in evidence-based best practices, because we believe that leveraging high-quality, grade-level content and providing just-in-time supports will accelerate learning for all students.

Instruction Partners spends time getting to know the needs of the educators, leaders, and systems it serves, allowing the team to custom-build service plans to support partner goals. Partnerships include on-the-ground support, and partnership team members serve as thought partners to the school systems they serve, a team educators can reach out to and feel supported by.

Instruction Partners provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Instruction Partners complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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