KIPP Memphis Collegiate Schools

Memphis, TN

Type: Leadership & Support Staff
Full Time/Part Time: Full-Time
Start Date: Immediate
Subject:  
Grade:  

Organization: KIPP Memphis Collegiate Schools
Preferred Locations:

Contact: Tom Scheer
Email: tscheer@kippmemphis.org

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Executive Assistant

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KIPP Memphis Collegiate Schools

Memphis, TN

Type: Leadership & Support Staff
Full Time/Part Time: Full-Time
Start Date: Immediate
Subject:  
Grade:  

Organization: KIPP Memphis Collegiate Schools
Preferred Locations:

Contact: Tom Scheer
Email: tscheer@kippmemphis.org

Executive Assistant Position
 
About KIPP Memphis Collegiate Schools
KIPP Memphis Collegiate Schools (KMCS) is a network of open enrollment, tuition-free, college preparatory public charter schools. KIPP Memphis Collegiate Schools are modeled after the national Knowledge Is Power Program (KIPP) – over 180 schools across the US- known for having high expectations and focusing on results. At KIPP, we believe there are no shortcuts when it comes to helping educationally disadvantaged students succeed academically. We have an extended school day and school year to provide students more time on task to acquire the academic knowledge and skills that will prepare them for future success.
 
KMCS currently has seven schools serving over 2300 students.
            
 

Executive Assistant to the Regional Office
The Executive will provide administrative assistance to the Executive Director and Leadership Team and will, as needed, provide support to other regional departments.  She/he will be exposed to a broad perspective on the organization’s work and regularly interact with a variety of internal and external stakeholders including senior managers, school leaders, teachers, staff, students and families, board members, volunteers, and donors.  This position will report to the Chief of Staff with the majority of work and support focused on the Executive Director and Leadership Team.  
 
Responsibilities of this Role
Misc. administrative support:
  • Assist with logistics for preparation and execution of special projects for Leadership Team and regional office—responsibilities include data entry, making copies, scheduling calls, facilities support making phone or online orders, leading event set-up and break-down, etc.
  • Print and compile pre-reads before external PD/business trips
  • Support as-needed logistics for external visitors coming to KIPP Memphis
  • Prepare and submit monthly expense reports
Meeting Support:
  • Meet w/ Executive Director bi-weekly to set priorities and address scheduling conflicts
  • Record meeting minutes and action items for all appropriate meetings staffed by Executive Director or Leadership Team including Leadership Team, Regional School Leadership Team, Board of Trustees, etc.
  • Assist with proofreading, printing, preparing documentation for external presentations
  • As necessary: order food, schedule facilities, manage AV requests
  • Scan weekly notes to Google drive for reference
Scheduling:
  • Arrange and book all travel for Leadership Team
  • Support travel for external visitors coming to KIPP MEMPHIS (as needed)
  • Manage annual calendar items including but not limited to:
    • Bi-Weekly Leadership Team Meetings
    • Monthly Regional Office PD meetings
    • External Requests including donors, elected officials, peer charter schools, KIPP Foundation, etc. 
    • Working sessions led by or including Leadership Team members
Board of Trustees support:
  • Schedule all board meetings, committee meetings, task force meetings
  • Coordinate and collect all internal materials to support board meetings preparation and execution
  • Coordinate all logistics related to board meetings and any assigned committee/task force meetings including but not limited to location, materials (board packets), tech, food, etc.
  • Post all board meeting, and committee meeting notices to the state and each given city 48 hours before meetings to meet compliance regulations
  • Record all minutes for board meetings, edit, and submit for approval
  • Post all board and committee meeting minutes within one week to meet compliance regulations
  • Input new board member information and update existing board member information in the DESE Board Member Management System
  • Communicate all compliance requirements to board members including Financial Disclosure Forms, Open Meeting Law Forms, Conflict of Interest Forms, and Conflict of Interest Video Training
  • Update board roster and committee/task force chart when necessary
  • Serve as a liaison between the board and KIPP MEMPHIS staff under the direction of Chief of Staff
  • Coordinate all signatures needed from KIPP MEMPHIS with any board members including but not limited to: approved votes/policies and amendments, board minutes, any other legal documents that require board member signatures
General responsibilities include (but are not limited to):
At KIPP, we believe that an excellent staff member does the following:
  • Believes that all of us can and will learn and creates a positive learning environment with high expectations for all students and staff throughout the school;
  • Thrives as part of a team-oriented, mission-driven culture;
  • Exudes joy and a love of learning every single day;
  • Demonstrates a growth mindset and a desire to continually improve through feedback, coaching, and professional development;
  • Constantly assesses progress, communicates results clearly, and uses data to inform decisions and set ambitious goals.
  • Has a strong work ethic and commits to doing whatever it takes for students to excel, including committing to an extended work day and remaining available to colleagues, students, and families outside of school hours
Qualified candidates have the following:
  • Alignment with KIPP Memphis Collegiate’s mission, values, culture, and team
  • Minimum of 2 years of successful administrative and office management support. 
  • Stable job history (2 yrs+ per position) preferred
  • Tenaciously organized and detail-oriented
  • Relentless, meticulous follow through
  • Anticipates challenges and strives to “prevent” rather than “repair” whenever possible
  • Strong communication skills (writing, editing, proofreading, and speaking)
  • Ability to communicate with a broad spectrum of internal and external stakeholders including staff, students and their parents, board members, volunteers, donors, and government officials
  • Strong, self-starting work ethic
  • Maturity and confidence in engaging with high-level leaders
  • Flexibility and ability to manage multiple priorities in a dynamic, fast-paced work environment
  • Diplomacy, confidentiality, and discretion
  • Command of Gmail, Google Docs, Google Calendar, Microsoft Office (PP, Word, Excel), databases
  • Approachability, excellent interpersonal skills, and ability to find creative solutions that works well for multiple teams across the organization
  • Excellent project management skills; solutions-oriented problem solver
  • Deep critical thinking skills and intellectual curiosity
  • Ability to gather and synthesize feedback from multiple stakeholders
  • Comfort with ambiguity and asking clarifying questions of high-level leaders
  • Analytical skills (budget and quantitative experience a plus)
  • Understanding of nonprofit, education, and/or school settings a plus