Job Description

EXECUTIVE ASSISTANT to the CEO 

POSITION POSTED:  7/25/2024

FULL-TIME POSITION

HOURS: 40+

DEADLINE TO APPLY 

One City Schools believes in identifying and hiring the best possible candidates to serve our scholars, families and school community.  The position will remain open until we find our best fit Executive Assistant to our CEO, Kaleem Caire. 

POSITION SUMMARY

The Executive Assistant to the CEO is an experienced, fun, energetic, inspiring and detailed-oriented individual who is able to support the work  of One City’s Chief Executive Officer (CEO) and provide excellent administrative leadership and assistance to the  organization, its committees and its schools. This person must demonstrate a strong passion and  commitment to working in support of young children, teachers and parents in schools and the community, and in support  of One City’s community partnerships.

PERFORMANCE RESPONSIBILITIES

The Executive Assistant to the CEO provides administrative support to the CEO and reports to the VP of External Relations.  The position requires excellent communication and interpersonal skills, the ability to manage and execute details, engage internal and external stakeholders and complete tasks in a high quality and timely manner. Executive assistant is trusted  with complex duties and confidential information. Requires knowledge of One City’s mission, vision, strategic agenda and  organizational policies and procedures.  

Responsibilities: 

• Plans, coordinates and ensures the CEO's meetings, activities, schedule and follow-up is executed flawlessly, and  that his schedule and time is followed and respected. Serves as the "gatekeeper" and "gateway" to the CEO,  creating win-win situations for direct access to the CEO's time and office.  
• Works closely and effectively with the CEO and his/her scheduler to keep him/her well informed of upcoming commitments and  responsibilities, following up appropriately. 
• Participates as an adjunct member of the Executive and Leadership Teams, including assisting in scheduling  meetings, attending all meetings and offering strategic advice and expertise.
• Assists the CEO with daily work tasks and administrative duties, and completes a broad variety of administrative  tasks that include managing an active and ever-expanding calendar of appointments. Provides assistance and  coordination with key activities that the CEO is engaged in, internally and externally, to benefit One City. 
• Makes travel, meeting and other arrangements for the CEO and key staff, with direction from the CEO and VP of  External Relations. 
• Works with the CEO and VP of External Relations to ensure the timely distribution of materials to key stakeholders; leads and keeps notes for all Leadership meetings. 
• Participates in special events hosted by One City, or in support of One City, and performs other duties as assigned  by the CEO and VP of External Relations.
• Serves as lead project coordinator as assigned by the CEO or VP of External Relations.
• Serves as a partner and back-up support to One City’s Administrative Managers.  
• Prepares, reviews and sends internal and outgoing correspondence.  
• Upholds and enforces board policy, administrative procedures, and center rules and regulations, and is supportive  of them to the public. 
• Maintains appropriate effective work habits, including regular and punctual attendance and appropriate use of  planning time, and establishes and maintains cooperative relationships with other staff members.
• Strives to communicate the positive aspects of One City to the public in word and deed. 
• Helps maintain a clean and orderly work environment and facility at all times, and shows grace and support when  engaging children, parents and guests who utilize or visit One City. 
• Attends and takes notes at meetings with the CEO
• Assists in planning bi-annual Leadership and Executive Team retreats

LEADERSHIP QUALITIES

• Model One City’s Habits of Character: integrity, self-respect, compassion, perseverance and a willingness to encourage and allow scholars to take risks;
• Maintain appropriate work habits, including punctual, consistent attendance and appropriate use of planning time;
• Establish and maintain cooperative relationships with colleagues while demonstrating commitment to teamwork;
• Strive to communicate the positive aspects of One City Schools to the public in word and deed;
• Help maintain a clean, orderly and welcoming educational environment and facility;
• At all times and shows grace and support when engaging children, parents and guests who utilize or visit One City; 
• Demonstration of excellence with judgment, decision making, problem-solving skills and an innovative mindset;
• Energetic, flexible and open-minded; a willingness to embrace strategic change based on best interests of our scholars;
• Self-reflective and proactive with a growth mindset, including the desire to receive and give feedback.

BASIC QUALIFICATIONS AND REQUIREMENTS

• Strong commitment to the mission, vision, goals and objectives of One City, and to working with young children  from diverse racial/cultural populations and their families. 
• High School Diploma or Equivalency with a minimum of three years (3) of related professional experience. 
• Proficient use of office equipment: computer, multi-phone and voice messaging systems, fax and copier. 
• Proficient use of Microsoft Office and related computer programs: word processing, databases, spreadsheets, bookkeeping, email and Internet; significant comfort learning and using new technology and software. 
• Excellent judgment and creative problem-solving skills. 
• Dedication to continuous learning, and personal and professional development.  
• Energetic, flexible, collaborative and proactive. 
• Ability to regularly and routinely lift and push at least 50 pounds. 
• Completion of a background check required.

WHAT WE OFFER: COMPENSATION and BENEFITS

One City offers salaries and wages that are competitive within our local market and area public schools, as well as comprehensive benefits to all full-time employees. Benefits include:

• Generous time-off program, including 18 Days of PTO and holidays, spring break and winter break (follows MMSD)
• Comprehensive health benefits (medical, dental and vision)
• Voluntary Benefits (Supplemental Life, Accident, Short Term Disability, etc.)
• Your age-eligible child automatically admitted to an open seat at One City Schools 
• Life Insurance and Long-term Disability
• Employee Assistance Plan
• Compensation will be consistent with One City’s approved compensation plan as stipulated by the Board of Directors.

BACKGROUND ON ONE CITY SCHOOLS

Established in 2014, One City Schools, Inc. is a nonprofit school management organization based in Madison, Wisconsin that operates high quality preschools and public charter 4K - 12 schools in Wisconsin. One City's mission is to seed a new model of public education that ensures children and teens are on track to succeed in a college or career preparatory program from birth through high school graduation. We are dedicated to ensuring that our Scholars live and lead with good character, practice self-care and personal wellness, and possess the requisite knowledge, skills, motivation, adaptability, and preparation to make the world better through acts of community service, and whatever careers or occupations they will choose in the future.

One City Preschool (OCP) is an accredited, award-winning, tuition-based early childhood learning center operated by One City Schools, Inc. that serves children ages 3 months through 4 years. 

One City Elementary School (OCES) is a tuition-free public charter school in Madison, Wisconsin, dedicated to preparing children in grades 4K to 5 to have a positive and sustainable impact on the world. 

One City Preparatory Academy (OCPA) is a tuition-free public charter school in Madison, Wisconsin, dedicated to preparing young people in grades 6 through 12 to have a positive and sustainable impact on the world.

EQUAL OPPORTUNITY EMPLOYER

One City is an equal opportunity employer and is committed to a policy of equal opportunity for all team members and applicants, and to maintaining a work environment in which everyone is treated with respect and dignity. 

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