Executive and Board Operations Specialist

Job Description

Job Description

Description:

The Executive and Board Operations Specialist serves as a highly trusted strategic and administrative partner to the CEO and Cabinet. This multifaceted role combines executive support, office operations management, and governance administration to ensure the efficient functioning of the charter school network's home office and Board of Directors.

The ideal candidate is exceptionally organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced educational environment. This individual serves as a key liaison among executive leadership, board members, school leaders, staff, families, and external stakeholders while maintaining the highest standards of professionalism, discretion, and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support (50%):

• Manage the Cabinet's dynamic calendar, scheduling appointments, and coordinating meetings.
• Prepare expense reports and handle confidential correspondence.
• Arrange group travel plans including reservations, itineraries, and transportation.
• Act as a gatekeeper, coordinating access to the CEO with the Executive Assistant, while ensuring efficient time management.
• Communicate with the Home Office and School Sites through timely correspondence, including newsletters, emails, and intranet posts.
• Research, prioritize, and address incoming issues and concerns, maintaining confidentiality when necessary.
• Determine appropriate actions, referrals, or responses to various matters.
• Assist with coordination of network-wide initiatives and projects.
• Coordinate and attend Cabinet and Senior Leadership meetings, taking detailed notes complete with action items and appropriate follow-up.

Board Secretary/Liaison Responsibilities (30%):

• Serve as Secretary to the Board of Directors and all board committees.
• Coordinate all Board and committee meeting logistics, scheduling, and communications.
• Prepare board meeting calendars and annual governance schedules.
• Create, collect, and organize all board materials in advance, review for accuracy, and post to the online portal.
• Prepare and distribute online and physical meeting agendas and materials, ensuring compliant posting of agendas at multiple school sites.
• Communicate with Board members to ensure meeting attendance.
• Facilitate meeting proceedings in-person and via Zoom platform, and facilitating connection and coverage to satellite site.
• Attend Board and committee meetings and record accurate minutes.
• Maintain official board records and governance documents.
• Ensure board materials are distributed in compliance with applicable laws, regulations, and timelines.
• Track board actions, resolutions, and follow-up items.
• Maintain board policies, bylaws, and governance records.
• Compile and distribute meeting minutes, manage video recordings, and handle technical requirements.

Home Office Management (20%):

• Manage main phone line, forwarding messages as necessary.
• Open and distribute mail.
• Manage online document filing, correspondence, and supply ordering.
• Coordinate visitor reception at the Home Office lobby.
• Ensure kitchen, conference room, and board rooms are clean, stocked, and prepared for use at all times.
• Coordinate organization-wide events, trainings, and staff meetings.
• Provide administrative support to all departments as needed.
• Perform other duties, as assigned

QUALIFICATIONS/REQUIREMENTS

1. Bachelor's degree or equivalent combination of education and experience.
2. Minimum of 5 years of progressively responsible administrative experience supporting senior executives, boards, or leadership teams.
3. Experience managing complex calendars, projects, and stakeholder communications.
4. Experience preparing meeting minutes and maintaining official records.
5. Demonstrated proficiency in office technology, Microsoft Office, Google Suite, and Docusign.
6. Preferred Qualifications:
7. Experience in K-12 education, charter schools, nonprofit organizations, or public sector environments.
8. Experience supporting a Board of Directors or governing board.
9. Knowledge of charter school governance and compliance requirements.
10. Project management experience.
11. Experience in marketing and social media content management.
12. Bilingual in Spanish.
13. Candidate Requirements:
14. Unwavering commitment to the organization, its mission, and core values.
15. Strong organizational skills and exceptional attention to detail.
16. Excellent communication and interpersonal skills.
17. Ability to thrive in a fast-paced environment and solve problems effectively.
18. Strong decision-making skills.
19. Ability to collaborate effectively and build partnerships.
20. Ability to work with multiple technologies and learn new systems quickly. 
21. Ability to work independently and with minimal supervision.
22. Knowledge of public education and charter school movement, preferred.