Executive Assistant

XQ Institute is the nation's leading organization dedicated to rethinking the high school experience so that every student graduates ready to succeed in life. We work in communities nationwide, with individual schools and entire school systems, to help them dream big about what high school could be, turn their innovative ideas into action, and create more rigorous and equitable schools.

The Opportunity 

XQ Institute seeks a highly organized and proactive Executive Assistant to provide comprehensive administrative support to both the Chief Academic Officer, Chief Schools and Systems Officer, and the Deputy Chief of Staff, Policy.. This multi-executive support role requires exceptional time management, communication skills, and the ability to prioritize effectively in a fast-paced environment. The ideal candidate will serve as a critical liaison between these executives and internal teams, external partners, and key stakeholders, helping to advance XQ's mission to transform high school education across the country.

Key Responsibilities

• Manage complex calendars for both executives, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management.
• Provide comprehensive administrative support, including expense reporting, document preparation, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc).
• Coordinate and prepare materials for leadership meetings, board presentations, and external engagements.
• Act as a liaison for the Schools and Systems and Policy team with other departments, ensuring smooth information flow and follow-through on cross-departmental initiatives.
• Own project management for various initiatives, driving timelines, coordinating stakeholders, and ensuring successful execution from planning through completion.
• Anticipate the needs of both executives, proactively identifying opportunities to improve efficiency and effectiveness.
• Coordinate team events, off-sites, and departmental activities to foster team cohesion and alignment.
• Screen and prioritize incoming communications, responding to routine inquiries independently and routing others appropriately.
• Maintain confidentiality of sensitive information and demonstrate sound judgment in complex situations.
• Support special projects and initiatives as needed, showing flexibility and adaptability.

Qualifications 

• A confident contributor and positive collaborator with a consistent spirit of partnership and productive problem-solving. 
• “Self-starter” willingness to take the initiative and works well both independently and collaboratively. 
• Ability to adapt to challenges and opportunities with a solutions-oriented, positive perspective. 
• Discernment to identify and resolve inefficiencies and a proactive sense of urgency in creating solutions. 
• Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi-functional team. 
• Meticulously organized and detailed, with a keen eye and careful attention to detail with follow-through of short-term and long-term tasks. 
• Proven experience with executing against goals on time and to high standards of excellence. 
• Strong work ethic and independence, with a high degree of motivation to collaborate, learn, and iterate. 
• Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences. 
• Flexibility and willingness to perform other tasks as assigned and to learn, grow, and stretch. 
• Mission-oriented commitment to understanding and articulating the mission, programs, and activities of XQ.
• 5+ years of experience in an executive support position. 
• Superior project management skills, a keen eye, and attention to detail. 
• Excellent written and oral communication skills. 
• Bachelor’s degree. 

Compensation

The salary for this role is highly competitive and commensurate with experience. XQ offers excellent organizational benefits. The salary range is $130,000- $ 150,000 annually.

Location

XQ is based in Oakland, CA, with offices in Washington DC, New York City, and Los Angeles. This role will be based onsite in Washington DC.