Executive Assistant

ABOUT UNBOUNDED

UnboundEd empowers educators to eliminate the predictability of student outcomes by race, language, and socioeconomic status through evidence-informed, engaging, affirming, and meaningful grade-level instruction—so all students succeed academically. As the largest equity-focused professional learning organization in the nation, we provide professional learning products and services to hundreds of thousands of educators nationwide. 

UnboundEd is a passionate team of former teachers, district and school leaders, curriculum writers, and education experts united by the desire to see every student thrive. We walk alongside educators on their professional learning journey, helping them cultivate the mindsets, knowledge, and skills to deliver equitable, effective instruction. In 2023, UnboundEd joined forces with Pivot Learning and CORE Learning to expand our offerings and drive long-needed changes in instruction, especially in the highest-need schools.

ROLE SUMMARY

Reporting to the Manager, Executive Support, the Administrative Support Coordinator manages the logistical, operational, and communication details for four to five (4-5) of UnboundEd’s senior leaders. This position provides efficient and responsive administrative support to help ensure that the organization’s leadership is able to use their time as strategically as possible in alignment with organizational priorities. This is an ideal position for someone who is organized, detail-oriented, and enjoys helping to coordinate all of the “behind the scenes” work that a high-functioning senior leadership team requires. 

UnboundEd is a virtual organization and this employee can be based anywhere in the United States. UnboundEd has core business hours where we expect all staff to be available from 9 am to 5 pm local time and xx% travel is required.

ESSENTIAL RESPONSIBILITIES

Essential responsibilities for this position include, but are not limited to:

Administrative Support: For the organizational leaders assigned to this position, you will

• Manage executive-level calendars, including scheduling appointments and resolving scheduling conflicts
• Arrange detailed travel plans, itineraries, and agendas for business-related meetings
• Draft correspondence, and in some cases, send correspondence on behalf of organizational leaders
• Communicate directly and on behalf of organizational leaders with external stakeholders (e.g., board members, funders, partner organizations, etc.) as well as internal colleagues
• Work closely with organizational leaders to ensure that follow-up from meetings and other commitments are captured and done in a high-quality and timely manner; may include entering information into task and project management systems

Meeting and Event Support: Support with board meeting scheduling, communication, and administrative prep work

• Organize the details of virtual and off-site internal and external meetings including assisting with logistics (e.g., meeting space, agendas, audio/visual, supplies, equipment, etc.), catering, and lodging and transportation for staff
• Plan agendas and other duties as assigned to ensure that meetings and events run smoothly
• Coordinate materials for high profile events

Infrastructure Support: To ensure optimum productivity and efficiency for organizational leaders, you will create and maintain necessary systems, structures, and tools to help you

• Track deadlines and/or updates to organization-wide priorities and rituals (e.g., weekly all-team check-ins, etc.)
• Communicate effectively and efficiently by responding to requests for information from individuals, schools and school systems, colleagues, and other internal and external constituents
• Support organization-wide internal, aligned communications
• Maintain organization-wide calendars (e.g., external events calendar, vacation calendar, etc.)
• Lead the creation of administrative systems and processes as needed
• When needed, maintain project management

Board Support: Plan and facilitate logistics support for board meetings and board committee meeting

• Coordinate meeting schedules and logistics with board members and other careholders
• Arrange meeting venues, including securing appropriate facilities and ensuring necessary equipment and resources are available
• Prepare and distribute meeting agendas, materials, and documents to attendees in advance
• Provide on-site support during meetings, including greeting attendees, addressing any logistical issues, and facilitating smooth transitions between agenda items
• Evaluate and improve meeting processes and logistics based on feedback and best practices

Other related duties and projects as assigned