Executive Assistant

Are you an experienced administrative professional with a passion for supporting organizational success and making a meaningful impact? Do you excel at managing schedules, coordinating tasks, and providing proactive, thoughtful support to ensure smooth operations? If so, we’d love to hear from you!

About Out Teach:   

Out Teach is a national nonprofit that equips elementary school teachers with the support and tools they need to inspire tomorrow’s most fearless innovators. Our model, designed by teachers for teachers, delivers one-on-one professional learning and resources for teachers and constructs outdoor learning labs for schools. Together, we take the classroom outside so every student, regardless of race, gender, or zip code can experience the wonder of science and realize their potential to build the future that should be. 

The Opportunity: 

Out Teach has embarked on an ambitious new phase of growth and is looking for an Executive Assistant to join the team. This position will directly support the Functional Lead Team, which includes the Chief Financial and Operating Officer, VP of Partnerships and Growth, VP of Programs and VP of Innovation. The Executive Assistant will play a key role in streamlining essential administrative functions and ensuring daily administrative tasks and duties are completed with fidelity.    

The ideal candidate is a highly organized and strategic self-starter who possesses a wide range of creative, operational, administrative, and interpersonal skills and a collaborative, no-ego, get-it-done mentality. The candidate will manage day-to-day administrative tasks for the Functional Lead team, including scheduling, office operations, system support, expense reconciliation, event planning, and project management. As a key partner to the leadership team, the candidate will streamline and optimize administrative functions, enabling the Functional Leads to focus on advancing strategic priorities.

Duties and Responsibilities: 

To perform this job successfully, an individual must embody the core values of Out Teach, believe in the potential of all students to succeed and understand the organizational priorities and commitment to equity. The individual must be able to satisfactorily perform each of the essential duties and responsibilities listed below, though other duties may be assigned. 

• Schedule and coordinate meetings with internal and external stakeholders, managing related travel and accommodations in compliance with Out Teach policies.
• Collect and organize documents, reports, and data to support Functional Lead team members in preparing for meetings, including prospecting, research, strategy sheets, and meeting preparation as needed.
• Draft, proofread, and prepare presentations, meeting decks, and communications for various events, including Board Committee meetings, staff presentations, and internal and external communications.
• Process vendor invoices, handle credit card reconciliations, and manage purchasing for office equipment and supplies as needed. 
• Support the Functional Lead team in planning and executing team celebrations, such as service milestones and gatherings, to boost engagement across teams.
• Take and distribute meeting notes, follow up on action items, organize files and records in Share Drive and Salesforce, and assist with Salesforce reports and other data entries as needed.
• Answer and route phone calls for the main line, manage general inbox and respond to inquiries.
• Provide event support, including logistics coordination, invitation creation, guest Lookbooks, agendas, materials, and post-event follow-up.
• Disseminate internal information to the team.
• Assist with fundraising campaign support, gift acknowledgment processes, income reconciliation, donor tracking, and pledge management.
• Help manage and document revenue processes and operations and coordinate inbound leads and related follow-up activities. 

Key Technical Skills and Knowledge:  

To perform this job successfully, an individual must be able to perform each qualification satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

• A passion for Out Teach’s mission, work, and values and a demonstrated commitment to equity. 
• Excellent time management and organizational skills.
• Exceptional writing skills, including the ability to write in a professional tone, match Out Teach brand voice for different audiences, and keep language clear and concise; experience drafting communications on behalf of a senior leader (learning their voice, etc.) desired. 
• Strong project management skills, ability to manage and execute multiple projects simultaneously and under tight deadlines, taking ownership, identifying, and filling gaps, all while being flexible to changing business conditions and with limited oversight.
• Strong interpersonal skills, with the ability to effectively build relationships with people of all ages and backgrounds and to respectfully manage “up”.
• Exceptional ethics, integrity, mature and professional judgment; must maintain absolute discretion and confidentiality.
• Excellent verbal communication and listening skills.
• Ability to learn quickly, multi-task, desire to thrive in a dynamic environment, and contribute to a growing organization.
• Keen focus, tenacity, adaptability, positivity and grit.
• Strong research skills.

Education and Experience: 

• A four-year college degree and/or equivalent work experience.
• At least two years of related professional experience; previous experience supporting a senior-level executive is required. 
• Experience working collaboratively and cross-functionally.
• Experience with Microsoft Office 365, including Outlook, PowerPoint, Excel, and Word.
• Experience working in Salesforce is preferred. 

Travel:  

• Ability and willingness to travel up to 15% of the time

 Out Teach Benefits: Out Teach offers a wide range of benefits available to regular, full-time employees. These benefits include, but are not limited to, health, dental and vision insurance (90% of benchmark plan covered by employer for medical, 100% covered by employer for dental and vision), short- and long-term disability (100% covered by employer), FSA and 403(b) retirement plan with company match available. Out Teach also offers paid vacation, sick and parental leave as well as paid holidays throughout the year.