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Program Associate and Executive Assistant

Innovate Public Schools | Mountain View CA 94040 USA | Full Time | Posted: 11/28/2012

Job Descriptiontop


Innovate Public Schools is a new education reform organization that will initiate and advocate for great public schools for low-income children and children of color in Santa Clara and San Mateo Counties. Innovate will focus on the creation of new high-quality schools run by school districts and charter schools, parent choice, and strong measures of accountability for student achievement. Innovate is driven by the urgency that parents feel when their children are stuck in failing public schools.

Wage is commensurate with experience.


This position requires an experienced professional who is passionate about the mission of Innovate Public Schools and their important role in the organization as a Program Associate and Executive Assistant, during this start-up phase of the organization. Required is a person who is experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little supervision. This person is a multi-faceted team-player in terms of special project coordination and research, event planning, and streamlining administrative and office processes and procedures. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The ability to interact with staff (at all levels) and clients in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
This position reports directly to Innovate Public School’s Executive Director. The position provides executive administrative support and project management assistance to the Executive Director.


Organize and expedite the flow of work through the Executive Director’s office. Initiate follow-up action.
Maintain the Executive Director’s calendar and communicate schedule with other staff as needed.
Prepare correspondence for the Executive Director, compiling needed information and developing appropriate formats as required.
Proofread, edit, and as required, prepare final drafts of various documents generated by the Executive Director and others in the organization.
Establish and maintain the Executive Director’s files (paper and electronic). Assist in maintaining a tickler file on follow-up steps needed with clients, donors, prospective donors, grantees and community leaders.
Lead and coordinate maintenance of the computer file structure for the organization.
Sort and screen incoming mail, and answer and screen all incoming inquiries.
Provide general administrative support, including compiling expense reports, maintaining office files, and updating spreadsheets.
Arrange appointments, meetings and travel for the Executive Director.
Coordinate, organize, and take minutes at small to large scale meetings, including Board meetings and community events, requiring some local travel.
Process invoices for the organization.
Maintain and update the organization’s master calendar and contact database.
Assist with projects, dinners, social functions and activities to promote Innovate Public Schools and improve donor relations, as needed, requiring some local travel.
Develop and prepare presentations, including necessary supporting documentation and information.


College degree (BA or BS) required.
Preferred is experience as an assistant to a corporate officer, or similarly responsible position, or experience with a public school reform organization.
Comfort with and aptitude for learning new technology systems.
Required knowledge of business English and ability to draft routine correspondence independently; basic business math skills; modern office methods, practices, and procedures; filing systems; and report writing.
Preferred bi-lingual Spanish and ability to translate documents between English and Spanish.
High proficiency in Microsoft Office Suite, as well as Adobe PDF, SharePoint, and Internet-based research.
Excellent verbal and written communication skills, with a proven ability to edit and proofread.
Ability and desire to work in a team environment and with diverse groups of people.
Willingness to assist wherever needed.
Proven ability to take initiative and proactively seek solutions and improvements.
Exceptional interpersonal skills, a customer service orientation, and the ability to establish and maintain effective and appropriate working relationships with staff, volunteers, trustees, the general public, and outside organizations. Proven ability to organize, use good judgment, problem-solve, prioritize and meet deadlines in a fast paced environment.
Requires considerable initiative and ability to analyze, organize, and carry out projects with accuracy and minimal instruction. Must be able to make independent and sound work decisions in accordance with rules, regulations, and institutional policies and procedures.
Ability to approach situations and challenges with flexibility and a sense of humor.
Ability to project-manage and think independently within given parameters.
Ability to work as a team leader and team member in varied activities and projects
Ability to maintain confidentiality of extremely sensitive and private data.


The work environment characteristics and the physical demands described here are representative of those an employee encounters while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
The noise level in the work environment is usually moderate.
The above statements are intended to describe the general nature and level of work performed by the incumbent in this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills.


Submit a cover letter explaining your interest in the position and what you would bring to Innovate Public Schools. Send cover letter and resume as a Word document via email only to:

One of the largest community foundations in the nation, Silicon Valley Community Foundation is a comprehensive center for philanthropy. Our mission is to strengthen the common good, improve quality of life and address the most challenging problems. We do this through visionary community leadership, world-class donor services and effective grant making throughout San Mateo and Santa Clara counties. We invite you to apply for a position to become a part of this exciting organization.

Application deadline: open until filled.

Silicon Valley Community Foundation is an equal opportunity employer.

Job Detailstop

Location Mountain View, CA, 94040, United States
Travel Required 20% of the time
Categories Education
Function Administration
Experience Years 4 yrs
Visa Sponsorship Do not sponsor.
Pref Major Administration/Business
Pref Degree Bachelors

Location Maptop

Contact Informationtop

Contact Name Phil Wiggett
How to apply Applications are no longer accepted for this job posting.