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EXECUTIVE ASSISTANT TO THE PRESIDENT/CEO & BOARD LIAISON

Posted by
College Track
|
Oakland, CA
New
|
Published 24 days ago

Position Overview

In January 2022, Shirley M. Collado, Ph.D., will become the President and CEO of College

Track. We seek a strong, experienced Executive Assistant to join Dr. Collado, a thought leader,

as she builds upon and further strengthens College Track’s presence and impact.


Our ideal candidate:

● Experienced in your professional support of a recognized leader.

● You shine as the trusted right-hand to the person you support, and you’re ready to

continue to do that with and for Dr. Collado.

● Known for your flawless execution and management of complex calendars and

itineraries.

● Words others would use to describe you: motivated, organized, diplomatic,

sophisticated, full of integrity

● You are seeking a role that will keep you busy, engaged, and will value a bit of

entrepreneurial spirit.

● You ask questions to both understand the current framework but also to pose new ways

of doing things.

● You can interview through the months of November and December and will be ready to

join College Track in early January.


Primary Responsibilities

● Provide direct administrative support to the President & CEO while representing the

Executive Office internally and outside the organization. Independently manage and

determine priorities of incoming requests to the Executive Office. Research, respond or

delegate responses as appropriate on behalf of the President & CEO. Ensure

appropriate office and telephone coverage, screen visitors and callers, independently

determine appropriate response to inquiries, and redirect to the relevant Executive or

National leaders as necessary.

● Manage the President & CEO's complex, dynamic, and extremely active calendar of

appointments under significant constraints, evaluate and prioritize time requests, and

ensure the President & CEO is on schedule and appropriately briefed for all

appointments. Work in consultation with the Chief of Staff to provide the President &

CEO updates regarding scheduling issues and various inquiries and/or concerns

directed to the Executive Office.

● Arrange complex and detailed travel plans for the President & CEO, provide itineraries

and agendas, compile documents for travel-related meetings, and complete travel

authorizations and expense reports on behalf of the President & CEO.

● Demonstrate leadership to maintain credibility, trust, and support with the Executive

Leadership Team, National Leadership team, staff, and families. Work with members of

the Executive Leadership Team, Board of Directors, and stakeholders outside the

organization, and serve as the liaison with the nation-wide organization.

● Coordinate the flow of incoming and outgoing communications to the President &

CEO's office by receiving, routing, and/or responding to incoming communications, to

include all correspondence directed to the President & CEO's email account, and

determining the appropriate office, department, or agency for outgoing

communications. Compose and prepare confidential and sensitive correspondence,

meeting agendas, and minutes. Identify, prioritize, and coordinate meeting materials

and follow-up documents to assist the President & CEO in accomplishing objectives,

deadlines, and commitments for major organizational initiatives and working groups.

Receive confidential mail and inquiries on behalf of the President & CEO and forward

correspondence to the Chief of Staff for review and action and, as directed, copies to

other Executive Leaders for informational purposes. Coordinate with Development,

Marketing, and Communications teams to follow through on correspondence to major

donors. Maintain confidential information relating to all levels and areas of

organizational management and Board of Directors related items.

● Serve as formal liaison to the Board of Directors and point of contact for all initiatives,

both logistical and tactical. Manage all aspects of board-level committees, prepare

agendas in partnership with the President & CEO, Chief of Staff, and various Committee

Chairs, assemble and disseminate preparatory materials, attend meetings to capture

next steps and official minutes, reserve meeting room space, and coordinate video

technology. In collaboration with the Development team as necessary, ensure all

meetings, retreats, and fundraising events that implicate the Board are scheduled,

calendared, and shared with Directors well in advance. Travel to and attend Board

meetings three to four times per year, manage all day-of operations, meeting set-up

and break-down, communicate with site teams, prepare meeting minutes, and capture

next steps. Assemble all Board documents for the organization's leadership team and

ensure they have all requisite materials in preparation for the meeting. Support the

Board's growth by tracking candidates, assembling details, following up with respective

point persons, and arranging meetings or site visits as necessary. Assemble requisite

materials and facilitate the onboarding of new Directors on the Board. Prepare

recognition plaques and celebrations of those who rotate off the Board.

● Manage special events and retreat logistics, schedule events with appropriate offices

and departments, advise/contact participants or guests, coordinate travel and

schedules for guests to the organization, make reservations for flights, hotels,

restaurants, and meeting venues, prepare meeting agendas, itineraries, and information

materials, and arrange for audiovisual and associated support equipment as needed.

Use independent judgment regarding event alternatives, modifications, or last-minute

changes, and coordinate or provide support.

● Guide Executive Office on organizational procedures and maintain files to include

correspondence and official documents and reports. Submit expense reports and

ensure the President and CEO approves payroll and expense reports in a timely manner.

● Remain competent and current through self-directed professional reading, developing

professional relationships with colleagues, attending professional development

seminars, and attending training and/or courses.


Skills & Experience Required

● Bachelor's degree and a minimum of 12 years experience providing executive-level

support in a fast-paced environment or the equivalent combination of education and

experience.

● Proven ability to handle and process highly sensitive and confidential information with

discretion, be adaptable to various competing demands, and demonstrate the highest

level of professionalism.

● Ability to juggle multiple competing priorities in a complex environment with limited

direction and superior attention to detail. Excellent written, interpersonal,

organizational, and verbal communication skills.

● Follow-through, flexibility, discretion, judgment, accuracy, diplomacy, and tact;

demonstrated ability to take initiative and multi-task, adapt to changing priorities and

meet deadlines; ability to maintain and reconcile complex office and project

deliverables.

● Exceptional knowledge of the tools utilized by College Track: Microsoft Word, Excel,

PowerPoint, and be adaptive to learn Google affiliated tools.

● Demonstrated ability to hold others accountable for behavior supportive of a diverse

and inclusive community; flexibility to work evenings and weekends is required.


Additional Requirements

College Track requires that the holder of this position be fully vaccinated against  COVID-19,  as defined by the CDC.

College Track requires proof of vaccination from each current and future employee.


Reporting Relationships

This position reports to the Chief of Staff. In addition, this position may provide direction,

guidance, and supervision to other Executive Assistants and Office Coordinators as required.

Compensation & Benefits


College Track offers a competitive, region specific salary based on the organization’s

compensation philosophy, which is grounded in market data. We also offer comprehensive

health & welfare benefits and top-of-the-market paid time off. 


To Apply

Please upload a PDF resume and thoughtful cover letter with your application. We will only

contact candidates chosen for further consideration. No phone inquiries, please.


College Track works to remove barriers for first generation college students on their journey to

college completion. Our commitment to removing barriers for first generation college students

doesn't stop when college ends. While we hire great people from a wide variety of

backgrounds, we especially encourage applicants who identify as first-generation college

graduates to apply for open opportunities on staff.


College Track is an equal opportunity employer fully committed to achieving a diverse

workforce. College Track does not discriminate on the basis of race, age, color, religion,

national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual

orientation, or gender identity or expression.

Position Overview

In January 2022, Shirley M. Collado, Ph.D., will become the President and CEO of College

Track. We seek a strong, experienced Executive Assistant to join Dr. Collado, a thought leader,

as she builds upon and further strengthens…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    January 17, 2022
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Benefits

College Track offers a competitive, region specific salary based on the organization’s compensation philosophy, which is grounded in market data. We also offer comprehensive health & welfare benefits and top-of-the-market paid time off.

College Track offers a competitive, region specific salary based on the organization’s compensation philosophy, which is grounded in market data. We also offer comprehensive…

Location

On-site
Oakland, CA, USA

Apply to This Job

Instructions:

All candidates will be reviewed by external recruiter, Elizabeth Meyer (The Meyer Suite).

Please upload a PDF resume and thoughtful cover letter with your application. We will only

contact candidates chosen for further consideration. No phone inquiries, please. 

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