Executive Assistant to CEO/Executive Director

KIPP•Jacksonville, FL

9h•Hybrid

About The Position

The Executive Assistant to the CEO/Executive Director serves as a strategic thought partner and operational lead supporting the Chief Executive Officer of KIPP Jacksonville Schools. This role is responsible for managing executive priorities, ensuring organizational alignment, and driving seamless communication and execution across the organization. The ideal candidate is exceptionally organized, proactive, discreet, and relationship-oriented, with the ability to anticipate needs, manage competing priorities, and operate with professionalism in a fast-paced environment. This individual will play a critical role in maximizing the effectiveness and impact of the CEO/ED and supporting the mission of KIPP Jacksonville Schools. The EA is a full-time role on the shared services team, which oversees four schools currently. As a member of the shared services team, this individual would be responsible for doing whatever it takes to ensure that students develop the knowledge, skills, and character strengths they need to succeed throughout their education and in the competitive world beyond. This position is year-round and performs duties as assigned by their manager. This position reports directly to the CEO/Executive Director. Typical hours are 8:00 a.m. to 5:00 p.m., but vary for this role based on the season. Some travel to community events during/after normal business hours would be required.

Requirements

Possesses a deep commitment to educational equity; supports the building of an organization that reflects the community KIPP serves; holds self and others on team accountable for centering equity.
Bachelor’s degree or equivalent professional experience
3–5+ years of executive support experience, preferably supporting senior leadership
Exceptional organizational and project management skills
Strong written and verbal communication skills
High level of emotional intelligence, professionalism, and discretion
Ability to manage multiple priorities with attention to detail and urgency
Proficiency in Microsoft Office Suite (including Teams), Google Workspace, and Canva
Demonstrated ability to work independently and collaboratively in a fast-paced environment
Demonstrated grace-under-fire professionalism with a positive and proactive attitude
Adapts quickly with unfamiliar systems/projects and ambiguity

Nice To Haves

Experience in education, nonprofit, or mission-driven organizations
Experience supporting a CEO, Executive Director, or senior executive team
Familiarity with board governance and nonprofit operations
Event planning and stakeholder engagement experience

Responsibilities

Manage the CEO’s complex and dynamic calendar, ensuring priorities align with organizational goals and strategic initiatives
Coordinate internal and external meetings, including agenda development, preparation materials, logistics, A/V setup, and follow-up action items
Serve as a gatekeeper and strategic thought partner to maximize the CEO’s time and effectiveness
Prioritize and manage incoming requests, communications, and scheduling needs with professionalism and sound judgment
Anticipate needs and proactively solve problems before they arise
Draft, edit, and manage high-quality communications on behalf of the CEO, including emails, presentations, newsletters, talking points, speeches, and correspondence
Support communication with board members, donors, school leaders, families, community partners, and external stakeholders
Facilitate Shared Services Team Joy Committee (Regional Staff Morale)
Maintain a high level of confidentiality, discretion, and professionalism in all interactions
Represent the office of the CEO with warmth, responsiveness, and strong customer service
Coordinate Board of Directors meeting logistics, materials, calendars, and communication
Support preparation of board agendas, presentations, minutes, and follow-up items
Assist in organizing leadership retreats, regional meetings, staff events, and strategic planning meetings and sessions including A/V setup.
Track organizational priorities, deliverables, and deadlines across departments
Support cross-functional projects and strategic initiatives led by the CEO/ED
Assist in Office Management at the regional office (Copiers, ordering, security clearances, etc..)
Monitor progress on key priorities and ensure accountability through effective follow-up systems
Create and maintain organizational systems, files, and workflows that improve efficiency and execution
Assist with travel arrangements, expense reporting, procurement requests, and event coordination
Analyze and synthesize information to support executive decision-making