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 the Lead Executive Assistant and CEO. This support role requires exceptional time management, communication skills, and the ability to prioritize effectively in a fast-paced environment.  The Executive Assistant will be responsible for a range of critical tasks, including (i) ensuring the effective and efficient functioning of The Desk; and (ii) coordinating the administrative and logistical requirements for the CEO, including meetings, engagements, interactions, and travel. This position demands a professional mindset and exceptional communication skills across all channels. As the assistant to the CEO and a pillar of confidence in the organization, this position helps maintain organizational standards and promote safety and Well-being. The overarching goal is to collaborate with the Lead Executive Assistant to offer the CEO reliable support –a frictionless experience in all engagements.

Key Responsibilities

• Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and ensuring CEO’s time is efficiently managed.
• Provide comprehensive administrative support, including expense reporting, document preparation, correspondence management, and meeting preparation and logistics. 
• Communicate calendar changes and updates accordingly with the CEO and other stakeholders, noting the re-prioritization of meetings throughout the day.
• Identify and communicate potential opportunities for the CEO to engage and contribute in both internal and external meetings and events, enhancing leadership presence and organizational representation.
• In collaboration with the Lead Executive Assistant, coordinate administrative and logistical tasks for complex and confidential travel arrangements for both domestic and international travel.
• 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, critical thinking, 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.
• 3-5+ 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. 

XQ Mindsets

Ours is a world defined by uncertainty, a society in flux, a state of unprecedented upheavals. While we don’t anticipate any quick fixes, we can anchor ourselves to what we see emerging. That’s why we have established a set of collective XQ Mindsets to ground us. 

100% accountability: This doesn't mean you have 100% ownership. It doesn't mean you are responsible for every last thing that needs to be done. It means choosing to take responsibility for our collective success and impact. 

Maker mindset: We build stuff. We won’t always get it right the first time—in fact, we rarely will. But by quickly making and testing our work, we can learn what works and what doesn’t. 

We are the ones we’ve been waiting for: Critique is not enough. It is on us to create the solutions—no matter where we sit in the organization. We are a well-resourced organization filled with brilliant people. No one else is coming to our rescue. 

Opportunity knocks: We are ready, willing, and able to take on anything that is thrown our way. Pivots are a natural part of our approach, so let’s embrace them so that we can experience them joyfully. 

Stand on the shoulders of giants: We honor those who came before us, who aren’t seated at our tables, and build on others’ and our own earlier work with respect and reverence.

The salary for this role is highly competitive and commensurate with experience. XQ offers excellent organizational benefits. Salary Range: $130k - $150k

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