Executive Administrative Assistant bei PUC SCHOOLS

Description

Organization Overview

PUC National is a non-profit organization that provides back-office services to PUC Schools, charter schools, and non-profits. Our team provides reliable, high-quality back-office services designed to streamline processes, increase efficiency, and give leaders peace of mind. By taking care of the behind-the-scenes work, we empower our partners to focus their time and energy where it counts most: students, families, and communities.

We provide a variety of support services to charter schools and non-profits. This includes but is not limited to human resources, operations, IT and data management, facilities guidance, fundraising, grant management, college access, alumni relations, charter development and renewal, and compliance.

The Team Member we are searching for

The ideal Executive Administrative Assistant believes in and is passionate about the mission and commitments of PUC National and exhibits this through their leadership, reflection, and collaboration to ensure our clients’ success. The Executive Administrative Assistant reports directly to the Chief Executive Officer (CEO) and provides high-level administrative and organizational support to the CEO and ensures the smooth operation of the corporate office. This role requires exceptional attention to detail, professionalism, and the ability to thrive in a fast-paced environment while managing sensitive information with discretion.

What you will need to accomplish:

• Serve as the primary point of contact for the CEO, managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare, edit, and proofread correspondence, presentations, reports, and other documents on behalf of the CEO, ensuring accuracy and professionalism.
• Anticipate the needs of the CEO and proactively address administrative tasks to enhance efficiency and effectiveness.
• Oversee daily operations of the corporate office, maintaining a clean, organized, and welcoming work environment.
• Manage office supplies, equipment, and inventory, coordinating purchases, maintenance, and vendor relationships as needed.
• Serve as the liaison with building management and external vendors to ensure timely resolution of facility-related matters.
• Implement and uphold office policies and procedures to promote efficiency, consistency, and productivity.
• Coordinate executive and companywide meetings, including agenda preparation, logistics, documentation, and follow-up on action items.
• Prepare and distribute internal communications, announcements, and organizational updates as requested by the CEO.
• Provide support for special projects and strategic initiatives, ensuring milestones and deadlines are achieved.
• Assist with coordinating off-site conferences and meetings, including registration, travel, and lodging logistics.
• Provide administrative support to two Boards of Directors, including preparing meeting agendas, compiling, and distributing materials, attending evening meetings, and recording and distributing accurate meeting minutes.
• Manage and process expense reports and reimbursements for the CEO in a timely and organized manner.
• Assist with front office operations and provide coverage at the reception desk as needed to ensure smooth daily office functioning.
• Perform other duties as assigned.

Qualifications

What do we require from you?

Minimum Qualifications

Education:

• Bachelor’s degree from an accredited college or university in related field, or equivalent training and experience preferred.

Experience:

• 3-5 years of administrative experience required.

Skills and Abilities

• Excellent written and verbal communication — able to craft clear, polished correspondence, reports, presentations, and internal communications.
• Excellent organizational skills and ability to juggle multiple projects concurrently, managing shifting priorities in a fast-paced environment.
• Intermediate knowledge of Microsoft Office suite (Word, Excel, PowerPoint, Outlook); comfortable learning new software and systems.
• Ability to attend evening onsite board meetings 2-3 times a month.
• Hybrid 3 days a week (may change dependent on the needs of the organization).
• Ability to meet deadlines in a fast-paced environment.
• Must be flexible and collaborative.
• Bilingual in Spanish preferred.
• Strong work ethic, accountability, and ownership of work.
• Regular attendance, dependability, and punctuality in conformance with the standards are essential to the successful performance of this position.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Occasionally required to kneel, climb, and reach with hands and arms above shoulder level, lift up to 30 pounds. To bend, sit, stand, squat, stoop, walk, push, pull, and reach with hands and arms at shoulder level or below. Always required to wear the appropriate safety equipment for the task, which may include gloves, goggles, aprons, belts, etc.

Compensation & Benefits:

• This is a full-time exempt, salaried position
• Our benefits include:
  • Comprehensive group health benefits package, including medical, dental, and vision and additional voluntary benefits
  • 403b Retirement Plan with an annual contribution match
  • Paid Time Off
  • Ongoing Professional Development

DISCLAIMER: This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between the Institution and its employees.

PUC National is an equal-opportunity employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.