Executive Assistant to the Executive Director

Khan Lab School • Mountain View, CA

5h • Onsite

About The Position

The Executive Assistant to the Executive Director provides confident and consistent high-level administrative and project management support to the leader of both Khan Lab School and the Khan Schools Network. This is a part-time position ideal for a highly organized, detail-oriented, and innovative professional who thrives in a fast-paced, mission-driven environment. This individual will regularly handle confidential matters on behalf of the Executive Director and must demonstrate professionalism, sound judgment, initiative, and integrity at all times. A high degree of collaboration, discretion, responsiveness, and care for relationships is essential, along with a forward-thinking approach to using AI and technology to streamline workflows and drive results.

Requirements

• Bachelor's degree (BA or BS) required
• 3–5 years of work experience in an executive assistant or similar administrative role, preferably in an education, nonprofit, or startup environment, with demonstrated success supporting senior leadership
• Strong project management skills. You must be able to independently scope, plan, and drive initiatives to completion, managing multiple competing priorities without compromising quality
• Proven ability to exercise independent judgment, discretion, emotional intelligence, and strict confidentiality when handling sensitive matters on behalf of the Executive Director
• Proficiency with AI tools (e.g., ChatGPT, Claude, Gemini, or similar) and enthusiasm for using AI to work smarter; at minimum, an emerging understanding of the role of AI in the workplace and a willingness to be trained in its use to draft communications, summarize meeting notes, conduct research, and accelerate workflows
• Exceptional organizational and time management skills with meticulous attention to detail
• Excellent written and verbal communication skills, with advanced editing and proofreading abilities
• Strong interpersonal skills with the ability to build positive relationships across all school constituencies
• Demonstrated commitment to working in and fostering an inclusive community, with cultural humility and respect for diverse practices and perspectives
• Excellent problem-solving skills with the ability to take initiative, make quick decisions, and follow through
• Proven experience or strong potential in team supervision and leadership
• Proficiency with Google Workspace, Microsoft Office Suite, Zoom, and project management tools (e.g., Asana, Trello, Monday.com, or Notion)
• Commitment to the mission and educational philosophy of Khan Lab School and Khan Schools Network
• Flexibility and adaptability in a dynamic, evolving organization

Nice To Haves

• Prior experience in an independent school or education-focused organization
• Familiarity with Sal Khan's educational philosophy as outlined in The One World Schoolhouse and Brave New Words
• Experience supporting leaders who manage across multiple organizations or entities
• Track record of implementing AI tools or process automations that improved team productivity

Responsibilities

• Serve as the primary liaison between the Executive Director's office and all school constituents, including staff, parents, students, and outside visitors — remaining flexible, proactive, resourceful, and efficient, even under pressure
• Support the Executive Director with daily operations, short- and long-term goals, and institutional projects
• Manage the Executive Director's calendar, partnering with the Executive Director to steward time thoughtfully, aligning with institutional priorities, evaluating requests, and protecting time for strategic work
• Prioritize and screen incoming correspondence and phone inquiries, troubleshooting issues proactively and composing responses when directed
• Draft, edit, proofread, and manage correspondence, official documents, reports, and presentations on behalf of the Executive Director; maintain systems to track outstanding communications and ensure timely follow-up
• Coordinate travel arrangements, guest visits, and hospitality for interviews and meetings hosted by the Executive Director's office
• Support the Executive Director's approval processes for professional development requests and expenditures over $10,000
• Coordinate and support legal meetings on behalf of the Executive Director
• Manage the Executive Director's office budget, expense reconciliation, and reporting
• Manage all contracts connected with the Executive Director's office (e.g., consultants, searches, and vendor agreements)
• Order flowers and gifts for trustees, constituents, and employees as needed
• Monitor and direct special projects as assigned by the Executive Director
• Serve as the liaison to the KLS and KSN Board of Directors, supporting the Board Chair, President, and Executive Director
• Prepare and communicate schedules for Board and subcommittee meetings; develop and manage Trustee committee calendars; coordinate all meeting logistics
• Organize, assemble, and distribute board packets; disseminate agendas and materials internally and via the school portal
• Record, prepare, and distribute accurate minutes
• Maintain and organize all board records and documentation, including meeting minutes, resolutions, governance documents, board rosters, committee minutes, and compliance filings for both KLS and KSN
• Update the Board of Directors handbook annually and maintain the Board section of the school website
• Support board committees and subcommittees as needed
• Provide administrative and project management support for KSN team members, coordinating logistics for network partner meetings, site visits, and convenings
• Support the Executive Director and other team members in supporting relationships with current and prospective network partner schools, including scheduling calls, copying materials, and tracking follow-up
• Assist with the development and distribution of KSN communications, presentations, and reports for partners, funders, and stakeholders as requested
• Maintain organized records related to KSN partnerships, agreements, program milestones, and grant reporting requirements in coordination with the relevant KLS or KSN team member
• Support network expansion initiatives, including research on prospective partners and preparation of outreach materials
• Own and drive cross-functional projects from initiation through completion, including developing project plans, timelines, and milestones across both KLS and KSN
• Track key deadlines, deliverables, and commitments across both organizations, proactively flagging risks and dependencies
• Manage workflows for recurring organizational processes such as board preparation cycles, accreditation timelines, leadership team meetings, and network partner onboarding
• Prepare agendas, briefing materials, and follow-up action items for leadership team meetings and network partner convenings
• Support strategic planning initiatives, including accreditation processes, fundraising campaigns, and network partner development
• Maintain organized digital filing systems, KSN employee contracts, and confidential documents with discretion
• Assist in the development and maintenance of the Master School Calendar
• Provide support for major school events, including logistics, planning, and day-of-event coverage (e.g., Back to School Night, graduation, all-employee meetings and retreats, donor gatherings, and network partner meetings) as requested
• Perform additional administrative tasks as needed, including occasional front desk coverage
• Other duties as assigned by the Executive Director

Benefits

• Medical, dental, and vision insurance coverage
• A 401K retirement plan with an employer match
• Basic life insurance
• Short-term and long-term disability insurance
• Generous paid time off including paid holidays, sick time, and floating holidays

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level