XQ Institute
Executive Assistant | Strategy & Policy
XQ Institute, Oakland, California, United States, 94616
Base pay range
$130,000.00/yr - $165,000.00/yr
Company overview 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 We seek a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Strategy Officer and Head of Policy. This 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 for the Strategy & Policy department and the rest of XQ's internal teams, external partners, and key stakeholders, as well as operating as a part of an executive assistant administrative team that supports the needs of the entire organization.
Key Responsibilities
Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management
Provide comprehensive administrative support, including expense reporting, document preparation, contract management, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc)
Skillfully synthesize information and prepare the CSO for high‑level meetings, presentations, board materials and external engagements
Anticipate the needs of the CSO, proactively identifying opportunities to improve efficiency and effectiveness
Collaborate and partner with other executive assistants in the organization through weekly meetings, planning sessions, to provide seamless, nimble and comprehensive administrative coverage throughout the organization
Act as a liaison with other departments, ensuring smooth information flow and follow‑through on cross‑departmental initiatives
Coordinate department events, offsites, and activities to foster team cohesion and alignment
Assist with project and event management tracking for high‑priority initiatives
Maintain high emotional intelligence and professionalism in engaging with senior leaders, government officials, and partner organizations
Support special projects and initiatives as needed, showing flexibility and adaptability
Qualifications
5-10 years of experience in an executive support position
Excellent written and oral communication skills
Superior project management skills, a keen eye, and attention to detail
Experience managing complex calendars for proactive efficient time management
Meticulously organized and detailed, with a keen eye and careful follow‑through of short‑term and long‑term tasks
Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi‑functional team
Self‑starter willingness to take the initiative and works well both independently and collaboratively
Obsessive about resolving inefficiencies and a proactive sense of urgency in creating solutions
Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences
Experience navigating various project management and organizational software platforms (Google Suite, Outlook, Slack, Asana, Salesforce, Expensify)
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
Familiarity with legislative processes, public policy development, or education reform is a plus
Bachelor's degree; a degree in public policy, political science, communications, or related field (or equivalent experience) is a plus
Benefits XQ offers a competitive salary commensurate with experience, along with a comprehensive benefits package designed to support employee health, well‑being, and financial security. This includes robust health benefits and a 6% employer 401(k) match.
Location Oakland, CA; this role will be based in Oakland, working out of our Oakland office.
Seniority level
Mid‑Senior level
Employment type
Full‑time
Job function
Other
#J-18808-Ljbffr
Company overview 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 We seek a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Strategy Officer and Head of Policy. This 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 for the Strategy & Policy department and the rest of XQ's internal teams, external partners, and key stakeholders, as well as operating as a part of an executive assistant administrative team that supports the needs of the entire organization.
Key Responsibilities
Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management
Provide comprehensive administrative support, including expense reporting, document preparation, contract management, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc)
Skillfully synthesize information and prepare the CSO for high‑level meetings, presentations, board materials and external engagements
Anticipate the needs of the CSO, proactively identifying opportunities to improve efficiency and effectiveness
Collaborate and partner with other executive assistants in the organization through weekly meetings, planning sessions, to provide seamless, nimble and comprehensive administrative coverage throughout the organization
Act as a liaison with other departments, ensuring smooth information flow and follow‑through on cross‑departmental initiatives
Coordinate department events, offsites, and activities to foster team cohesion and alignment
Assist with project and event management tracking for high‑priority initiatives
Maintain high emotional intelligence and professionalism in engaging with senior leaders, government officials, and partner organizations
Support special projects and initiatives as needed, showing flexibility and adaptability
Qualifications
5-10 years of experience in an executive support position
Excellent written and oral communication skills
Superior project management skills, a keen eye, and attention to detail
Experience managing complex calendars for proactive efficient time management
Meticulously organized and detailed, with a keen eye and careful follow‑through of short‑term and long‑term tasks
Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi‑functional team
Self‑starter willingness to take the initiative and works well both independently and collaboratively
Obsessive about resolving inefficiencies and a proactive sense of urgency in creating solutions
Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences
Experience navigating various project management and organizational software platforms (Google Suite, Outlook, Slack, Asana, Salesforce, Expensify)
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
Familiarity with legislative processes, public policy development, or education reform is a plus
Bachelor's degree; a degree in public policy, political science, communications, or related field (or equivalent experience) is a plus
Benefits XQ offers a competitive salary commensurate with experience, along with a comprehensive benefits package designed to support employee health, well‑being, and financial security. This includes robust health benefits and a 6% employer 401(k) match.
Location Oakland, CA; this role will be based in Oakland, working out of our Oakland office.
Seniority level
Mid‑Senior level
Employment type
Full‑time
Job function
Other
#J-18808-Ljbffr