Confidential Executive Assistant to the President & CEO
American Association of Colleges for Teacher Education
Type: Full Time
Required Education: 4 Year Degree
Salary: Highly competitive
Administrative, Clerical, Support
Reporting directly to the President & CEO, the Confidential Executive Assistant to the President & CEO (CEA) provides executive support in a one-on-one working relationship. The CEA represents the president and enhances the president’s and association’s reputation with a high-level of professionalism and responsiveness. The President & CEO works from Denver and the National Office is in Washington, DC.
As CEA, s/he/they work closely with the President & CEO, providing confidential assistance and advice. S/he/they actively manage and oversee executive office projects, executive outreach and external relations efforts, and a wide variety of activities and confidential assignments. S/he/they represent the association in addressing multiple constituencies including staff, external stakeholders, and members. S/he/they work closely with the President & CEO and board chair(s) on all matters related to the Board of Directors; s/he is the primary association contact for all board members, manages all aspects of regular board meetings, special meetings, and other events involving the board, as well as records and maintains the permanent records of the association and the board.
The CEA must be high-performing, high-energy, proactive, highly organized, creative, and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The CEA must be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. S/he/they will continue to update job knowledge and expertise by participating in educational and professional development opportunities.
Principal Duties and Responsibilities (essential functions)
Executive and Administrative Support
Represent the President & CEO in carrying out AACTE’s mission and therefore s/he/they is/are the first line of communication with the outside world and as such must always exemplify professionalism and a positive image, be respectful, collaborative, and customer service oriented, as well as punctual and timely in completing assigned tasks.
Works closely and effectively with the President & CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President & CEO appropriately updated.
Manage the Executive Office operations, including but not limited to the following: develop and manage the executive office budget; process expense reports and reimbursements in a timely manner; analyzing any variances monthly and carrying out necessary corrections.
Complete a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Screen telephone calls, incoming mail, publications, and other correspondence.
Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled.
Provide the President & CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
Complete critical aspects of deliverables, including drafting, editing, and formatting letters, correspondence, reports, PowerPoint presentations, and other written and visual materials, which includes writing and designing graphic elements, and special projects as assigned, all of which facilitate the president’s ability to effectively lead and represent the organization.
Provide a bridge for smooth communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Communicate directly, and on behalf of the President & CEO, with board members, donors, and other external stakeholders, on matters related to the President & CEO's programmatic initiatives.
Prioritize conflicting needs; handles all Executive Office matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Generate, receive, and maintain confidential and sensitive files, information and reports and ensure security of files.
Maintain discretion and confidentiality at all times.
Board/Executive Committee Support, Liaison, and Secretary
Ensure President & CEO attention to all governance functions, including but not limited to the following: continual updates of email distribution lists; establishment of quarterly board message schedule; attendance at all Executive Committee and Board meetings and taking minutes for all Executive Committee and Board meetings.
Liaison to the Board, providing support to the Association’s Board of Directors and Executive Committee.
Draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
Maintain up to date familiarity with AACTE’s bylaws and policy manual provisions as well as other policies or guidance regarding Association matters.
Assist Association Officers with calendars travel arrangements as needed
Maintain discretion and confidentiality in relationships with all Board and Executive Committee members
Prepare and distribute materials before meetings in electronic/paper format and is adept at managing the Board confidential on-line portal.
Assist in the coordination of Board meetings and dinners, receptions, new Board member orientations, and other such events.
Assist in coordinating the agendas of Executive Committee and Board member meetings and off-site events.
Attend all Board meetings (travel required).
Senior Staff/All Staff
Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
Work efficiently with all staff by building trusted, confidential relationships with parties.
Coordinate the Executive Leadership Team, including managing calendar.
Maintain a high level of professionalism among staff, leadership, and external partners.
Work strategically and collaboratively across all units.
Ensure that Executive Leadership Team, Strategic Team, Wellness Check-Ins, and All-Staff meetings are regularly scheduled, seek agenda items for said meetings, and make sure that all meeting agendas are distributed ahead of each meeting.
Minimum Bachelor’s Degree and five to eight years of experience supporting C-level executives, preferably in an association environment.
Excellent organizational, verbal, and written communication skills.
Ability to communicate effectively and build relationships with all levels of the organization, members, external stakeholders, and the Board of Directors.
Organize, set priorities, and exercise sound independent judgment within areas of responsibility; ability to work independently under general instructions on a wide variety of special projects.
Strong time/project management skills requiring managing, organizing, and tracking information related to specific projects and following up on President & CEO’s behalf.
Forward-looking thinker who actively seeks opportunities and proposes solutions.
Detail- and deadline-oriented multitasker, with the ability to adjust to dynamically changing priorities in a fast-paced environment, manage multiple projects and resources with competing priorities and timelines.
Exceptional interpersonal skills and professionalism, with high level of tact, judgement, and poise.
Highly resourceful team-player, with the ability to also be extremely effective independently.
About American Association of Colleges for Teacher Education
The American Association of Colleges for Teacher Education (AACTE) is the leading voice on educator preparation. AACTE represents more than 650 postsecondary institutions with educator preparation programs dedicated to high-quality, evidence-based preparation that assures educators are ready to teach all learners. Our Vision: AACTE, its members, and partners collaborate to revolutionize education for all learners. Our Mission: AACTE elevates education and educator preparation through research, professional practice, advocacy, and collaboration. Our Strategic Priorities: 1) Advocating for High-Quality Educator Preparation
AACTE and its members advocate for policies that are dedicated to building and sustaining high quality preparation of teachers and other education professionals that ensure our graduates are profession-ready.
2) Promoting Diversity, Equity, and Inclusion
AACTE and its members value the diversity of students, their families, and educators; equity in access to high quality instructional environments; and the inclusion of all students, defined as access and opportunity, in PK-20 classrooms.
3) Advancing Educator Preparation Policy, Practice, and Research
Through ...cutting edge research, innovative practice, and advocacy, AACTE and its members advance the field of educator preparation.
The AACTE workforce is remote and the President & CEO resides in Denver; the President & CEO is seeking a Colorado-based executive assistant who will work remote for a Washington, DC based higher education association. The staff includes 17 FTEs and outsourced HR/IT/Finance, as well as three senior consultants. Our National Office is in Washington, D.C. in the Dupont Circle area in NW DC.