School Secretary/Executive Assistant

Job Description
Part-Time Position
Reports To: GPS Solutions CEO and Executive Leadership Team
Approximate Start Date: ASAP

All GPS Solutions staff must adhere to the corporate Mission, Vision, and Values as detailed in the
Corporate Constitution.

JOB SUMMARY

Provides high-level, complex, detailed, executive-level administrative, operations and strategic management support to the Chief Executive Officer and the Executive Leadership Team. Acts on the executive’s behalf, handling communication, scheduling, coordination and special projects that can have an effect on the success and profitability of the company. Works on assignments that are complex in nature and require considerable judgement, initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as a member of the GPS Educational Services Executive Team by providing tactical and strategic administrative support tasks for the Chief Executive Officer (CEO) and the Executive Leadership Team.
• Serve as an internal and external face of the company in the highest professional manner including phone, e-mail, and in-person discussions with leadership, external customers and vendors. Research and draft responses to inquiries from customers and other agencies; provide trustworthy, professional responses to sensitive and confidential information while exercising discretion, tact and diplomacy.
• Act as a liaison between the CEO and teams. Relieve CEO of various administrative details, using initiative and judgment to ensure matters requiring attention are referred to delegated authority.

Read/review CEO’s email and routes/delegates as required. Assist telephone callers by referring them to team members as circumstances warrant. Sort, read and annotate incoming mail, and compose correspondence for executive’s signature as directed.

• Schedule meetings and actively manage meeting calendars and schedule coordination. Represent the

CEO at meetings, when necessary. Take action authorized during CEO’s absence and use initiative and judgment to ensure that matters requiring attention are referred to delegated authority.

• Assist CEO with meeting preparation, including preparing PowerPoint presentations, meeting agendas, printing meeting materials, copying documents, initiating conference/video calls and taking meeting minutes. Track and help drive the completion of deliverables and follow-up on outstanding items.
• Assist with onsite and offsite meeting logistics such as conference room availability, food and beverage and A/V needs.
• Arrange and coordinate business itineraries and travel requirements (including air/hotel/ground transportation) for CEO.
• Assist with records maintenance, compiling data for reports, administrative tasks associated with the budget process, inventory and workspace management.
• Manage the review and submission of documents and reports related to key administrative matters

(i.e., finance, human resources). Plan, develop and execute monthly and quarterly updates as necessary.

• Assist with the development of project plans, manage and communicate project and program timelines.
• Manage research projects. Independently research and compile information and supporting data in preparation for meetings, work projects and reports as required. Draft memos and business reports.
• Able to be deployed, at the discretion of the CEO, to support other executive leaders within the organization.
• Able to proactively and creatively manage CEO corporate social media at the discretion of the CEO

(sending social posts, reflections, managing digital communications, capturing highlights and events, etc.).

• Occasional weekend work and out-of-state travel may be required.
• Must be available by phone weekends and evenings as needed.

QUALIFICATIONS

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of five years previous experience supporting a senior executive is preferred.
• Considerable experience in planning, prioritizing, organizing, and managing complex administrative tasks in a fast-paced environment.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Business Acumen - Extensive knowledge of administrative principles, policies and procedures.

Understands mission and objectives of GPS; looks for ways to improve processes and quality.

• Customer Service - Ability to proactively and effectively respond to customer needs and practices follow-up to ensure customer needs are met.
• Communication Skills - Ability to interact and articulate sensitively, with diplomacy and tact at all levels of the organization and in a multicultural and diverse community. Excellent written and oral communication skills with exceptional attention to detail.
• Interpersonal Skills - Effective interpersonal and customer service skills. Must possess ability to build and maintain effective relationships with customers at all levels, including senior executives. Must demonstrate and possess a high level of professional integrity, ethics and confidentiality.
• Teamwork - Ability to work in a team environment and build effective working relationships. Ability to successfully collaborate with others to accomplish business objectives.
• Planning/Organizing - Ability to utilize sound judgment to manage, prioritize and plan work activities and competing priorities with minimal supervision. Ability to follow through on multiple tasks and deadlines and be detailed-oriented.
• Time Management - Excellent time management skills required. Must be able to work quickly to meet demanding deadlines, demonstrate flexibility, willingness to take on assignments and work well under pressure.
• Problem Solving - Ability to identify and resolve problems, use sound judgment to develop alternative approaches and meets challenges with resourcefulness.
• Technology - Proficient in the use of PC/Windows and/or MAC and web-based applications including

MS Office (Word, PowerPoint, Excel and Outlook), HRIS and financial management software.

• Confidentiality – Ability to handle and manage confidential information. Must possess a strong level of ethics, confidentiality, and professionalism.

Core Values
Service

• To the organization
• To the customer
• To your Unit/Dept. Team
• To your colleagues in interdependent work- appropriate support, insight, time working outside of scope

Integrity
▪ Accountability to, quality and accuracy of, company/customer/Unit or Dept./project systems, processes, practices

• Doing what we say we will do
• Staying true to our core values- no matter the size of the customer, or stress of the situation

Impact (results)

• Company targets- OKRs
• Customer targets
• Personal targets

Accountability

• For wins and losses in your Unit/Dept.
• For fulfilling roles and responsibilities of your job
• For developing self/others

Relationships

• Advancing Restorative culture
• Repairing harm
• Building community

Advocacy

• For company
• For Unit/Dept. Team
• For customers and those we serve

Job Type: Part-time

Pay: From $30,000.00 per year

Schedule:

• 4 hour shift
• Monday to Friday

Experience:

• executive assistant: 5 years (Preferred)

Work Location: One location

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