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Tarbiyah Academy · 2 days ago

Executive Assistant to Chief Executive Officer

Maryland, United States

Full-time

Onsite

Entry, Mid Level

$40K/yr - $50K/yr

2+ years exp

Tarbiyah Academy is seeking an Executive Assistant to support the CEO in managing operations and administrative tasks. The role involves coordinating schedules, organizing meetings, and maintaining communication across various stakeholders to ensure the CEO's effectiveness and the smooth running of the organization.

Primary/Secondary Education

Responsibilities

Provide operational and administrative support to the CEO

Responsible for strategic calendar management, including scheduling meetings, coordinating recurring check-ins, updating attendees, and communicating across multiple organizations to schedule events for the CEO

Complete invoicing, expense reports, reimbursements, and travel arrangements for the CEO

Act as the project coordinator and lead logistics for leadership meetings, including all-staff meetings, board meetings, and funder visits (scheduling, food, space, technology set-up, etc.)

Manage visitor requests and questions

Produce and edit internal and external correspondence and materials, as needed

Create decks and presentations for the CEO

Support CEO before and after key meetings with reminders about content and draft follow-up communications

Support CEO with occasional personal tasks, as needed

Build meaningful and trusting relationships with staff, students and families to facilitate positive scholar outcomes and contribute to a high-performing school culture

Maintains organized and clear records management for the CEO

Maintains office efficiency by maintaining the appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment

Provides a bridge for smooth communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with team members

Researches, prioritizes and follows up on incoming issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response

Lead additional projects as assigned by the CEO

Schedules all Board and committee meetings, ensuring the correct people are in each meeting and have the information they need in a timely manner

Participates in all Board and Board committee meetings, drafting agendas in coordination with the Board Chair and CEO, taking Board minutes, submitting for formal review and approval, posting Board meeting dates publicly

Supports the Board in adhering to compliance with applicable rules and regulations set in the bylaws regarding Board governance matters, including advance distribution of materials before meetings in electronic/paper format

Supports the activities of the Board’s Governance Committee, including Board member recruitment, Board retreats and other special events. May include attending Board recruiting events to represent YouthBuild and identify prospective Board candidates

Maintains discretion and confidentiality in relationships with all Board members

Develops the CEO’s monthly Board reports

Researches, prioritizes and follows up on incoming issues, and concerns addressed to the Board, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response

Qualification

Calendar managementOrganizational skillsWriting skillsConfidentialityProblem solvingCustomer serviceTeamworkAdaptability

Required

Impeccable integrity, including the ability to maintain a high level of confidentiality and discretion

Positive and personable with an ability to relate to various constituencies and stakeholders

A relentless work ethic, perseverance, a high degree of patience, and grit to push through challenges

Ability to work independently and take initiative; must be a quick learner, able to multi-task, and quickly adapt to changing circumstances

Superior organizational skills and attention to detail and quality

Ability to assess and manage a variety of competing priorities in a time-sensitive environment while meeting deadlines with the utmost professionalism

Excellent writing and copy-editing skills; enthusiasm for writing required

Ability to effectively work on a team in a complex, fast-paced environment

A minimum of 2-4 years of administrative work experience