Position Description

(2021-2022) Executive Assistant - Great Hearts Civitas
Location GH Texas
Job Category Academy - Support Staff (Office Manager, School Nurse, Librarian, etc.)
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POSITION: Executive Assistant

LOCATION: San Antonio preferred; Remote Location Available for the right individual; Available AZ and CST Hours

DEPARTMENT: Great Hearts Civitas

REPORTS TO: President

STATUS: Full-time, benefits eligible

Company Description

Great Hearts is a nonprofit network of public charter schools dedicated to improving education nationwide through classical preparatory K–12 academies. A Great Hearts education prepares students to be more than just proficient test takers; rather, it prepares them to become great-hearted and virtuous leaders capable of success throughout their higher education and professional careers. With a curriculum built upon a character-centered, classical liberal arts tradition and a revolutionary approach to school itself, Great Hearts cultivates the hearts and minds of students through the pursuit of Truth, Goodness, and Beauty. Great Hearts serves over 20,000 students in both Texas and Arizona.

On January 4th, 2021, Great Hearts launched a new virtual classical academy to serve students in Texas.  Great Hearts Online  is fully enrolled to the delight and satisfaction of over 500 students and their families.

Great Hearts Online is the core educational offering, and we are thinking bigger. In Latin, civitas is a word describing a body of citizens who constitute a state or a commonwealth; a civitas is a body of people imparting shared responsibility, a common purpose, and a sense of community toward greater citizenship. What we are building is a  Great Hearts Civitas : a national body of families and students, connected by a common purpose, in community and citizenship together. In the coming years, we will offer excellence in virtual classical education with a focus on tight-knit online and in-person communities in pursuit of a national GH Civitas .

This is a position within Great Hearts Civitas, the newest branch of the Great Hearts organization. Additional information on roles can be found at www.greatheartsamerica.org/careers .

Position Summary

The Executive Assistant provides high-level administrative support to the President of Great Hearts Civitas and the Executive Director of Great Hearts Online. The Executive Assistant supports the coordination and functioning of the Great Hearts Civitas leadership team.

This position would require assisting with the daily operation as well as providing a wide variety of complex and confidential administrative task.

Duties and Responsibilities

The Executive Assistant will have roles and responsibilities aligned to the below. This individual must possess:

  1. Impeccable self-organization and follow-through skills,
  2. Communication (both written and verbal) skills,
  3. The ability to organize others and adapt to their needs and style,
  4. The foresight to anticipate logistical and administrative issues in advance and solve them, and
  5. A partnership orientation with others.

Specific responsibilities include but are not limited to:

  • Attend to phone inquiries, email correspondence and direct to the appropriate department.
  • Serve as point of contact between Great Hearts Civitas President and internal/external clients.
  • Maintain executive calendars by planning and scheduling meetings, phone calls, conferences, events, travel, etc.
  • Produce reports, presentations and briefs as needed.
  • Thoroughly read, research and route correspondence; draft memorandums, collect and analyze data, initiate telecommunications.
  • Create and maintain efficient documentation and filing system.
  • Build agendas, attend meetings, produce meeting minutes as needed.
  • Maintain professional and technical knowledge; review professional publications, establish personal networks, participate in professional development.
  • With minimal oversight, produce clear documents and directions for internal and external consumption.
  • Other duties as assigned.

Qualifications, Competencies, and Strengths

Education: Undergraduate degree preferred.

Experience: Must have minimum of three years of experience supporting executive level. Prior experience working in education or non-profit related experience preferred. Prior experience at Great Hearts preferred.

Special Skills:

  • Strong Microsoft Office (Excel, Word, Outlook, PowerPoint) skills, experience using Adobe Acrobat.
  • Google tools – Google Docs, Google and Google Drive experience
  • Superior written and verbal communication and presentation skills; oriented towards detail, thoroughness, and accuracy.
  • Experienced and comfortable interacting with individuals/groups at every level of the organization.
  • Ability to build strong relationships with all stakeholders.
  • Must be able to perform multiple tasks seamlessly with excellent attention to detail.
  • Must maintain high level of confidentiality.
  • Achievement-oriented, have a great deal of stamina to work hard and take satisfaction from being productive.
  • Strong analytical thinking and creative problem-solving skills.

Type of clearance:

       Must complete Texas Department of Public Safety fingerprint clearance and background check.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 50 pounds approximately.

This description reflects management’s assignment of essential functions; it does not exclude or restrict the additional tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.

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