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Executive Assistant to the Senior Vice President/ Coordinator of Programs and Administration/ Assist

The Carnegie Foundation | Stanford CA 94305 USA | Full Time | Posted: 12/04/2012

Job Descriptiontop

The Carnegie Foundation for the Advancement of Teaching is an operating foundation located in Stanford, California. Chartered in 1906, the Foundation has carried out a wide range of activities and research to support and advance the work of educators at all levels. The Foundation is currently undergoing a significant transition in its program of work. The new focus seeks to pioneer a radically different model of educational research and development capable of advancing improvements in student learning at scale.

The Foundation is engaged in a deep and long-term exploration of the application of the tenets, tools, and methods of improvement research to develop a science of performance improvement in education. The idea is to establish a “third way” to think of education research. The methodological richness and rigor of translational research requires controls and restrictions that limit its capacity to address real problems of practice in their contextual complexity and in ways that support improvement. Participant / practitioner research offers compelling immediacy and profound impact that unfortunately remains limited in its breadth of influence and therefore limits its contribution. The proposed “third way” partakes of each of these traditions and brings to bear an emerging science of improvement research to work on high leverage problems of practice in ways that produces knowledge that drives improvement -- ultimately at system-wide scale.

At the present time, Carnegie is focused on two high-leverage problems of practice – the extraordinarily high failure rates of Community College students in Developmental Math and the weak information and support systems for the improvement of teaching in K-12 systems. Carnegie has developed a Community College Pathways program and a Learning Teaching program aimed at forming productive collaborations to address these problems.

The Foundation is seeking an outstanding and experienced candidate who is able to wear several hats simultaneously as the Executive Assistant to the Senior Vice President, while also serving as the Coordinator of Programs and Administration and the Assistant Secretary to the Board. This individual will work closely and collaboratively with the Senior Vice President (SVP) and program managers in the Foundation, and is responsible for planning and coordinating the smooth day-to-day operations and logistics of the SVP’s office. This requires being the “resident control center” for the SVP office, involving monitoring and coordinating contracts, payments, schedules, timelines, and deliverables for organization-wide initiatives. The Executive Assistant also provides administrative support to the Senior Vice President, including the handling of calendaring, travel arrangements, expense reimbursements, correspondence, etc . Additionally, the Executive Assistant performs the role of Assistant Secretary to the Board of Trustees. In this capacity, s/he works closely with and supports the Secretary to the Board of Trustees in Board meeting preparation and activities that support the Board’s operations. The incumbent will execute the following activities in his/her various roles:

• Plan meetings, make travel arrangements, and schedule appointments at the direction of the Senior Vice President; maintain the Senior Vice President’s calendar for all professional engagements. With the Executive Assistant to the President, keep the President, Senior Vice President, Senior Management Team and other staff in sync on calendaring, meetings, and other issues of mutual concern.
• Assess and prioritize internal and external incoming correspondence and related information, and handle as needed, including providing relevant prior correspondence or information from appropriate staff members, and preparing draft responses.
• Anticipate action items, and monitor deadlines, ensuring that they are brought to the timely attention of the Senior Vice President.
• Draft brief memos and letters for the Senior Vice President for a variety of audiences: Board members, staff, etc. Assist with the preparation of visual representations for the Senior Vice President’s reports and presentations.
• Provide accounting support for the Senior Vice President’s financial matters as they concern the Foundation, including expense reimbursements and corporate credit accounts.
• Organize, type, and proofread a variety of reports, letters and papers for the Senior Vice President; prepare advanced Excel charts and graphs and advanced PowerPoint slide presentations.
• Organize and maintain the paper and electronic files of the Senior Vice President’s office.
• Answer the Senior Vice President’s phone, take accurate messages, notify Senior Vice President or appropriate others promptly and, when appropriate, take initiative to handle the call or research the necessary information so the Senior Vice President can respond more quickly.
• Contribute to the overall smooth functioning of the Foundation, as an integral and contributing member of the Foundation’s administrative support team.

• Coordinate and monitor the SVP’s office calendar with respect to obligations and deliverables.
• Plan, coordinate, and prepare agenda for routine meetings (including program management reviews, project managers’ meetings, as well as product design meetings); frequently participate in meetings as documenter (particularly if the meeting has implications for the SVP office), identifying action items and following up to make sure action items have been addressed by the appropriate parties.
• Facilitate communication among the SVP office, the President’s office, and programs; resolving and/or redirecting issues for solution in a timely fashion;
• Maintain accurate and timely budget documents and prepare summary analyses for the Senior Vice President; assist program managers in preparing budget documents, as needed.
• Organize special meetings of the Senior Management Team including retreats and draft agendas for them.
• Attend on-site and off-site program-related meetings and coordinate strategic communications and follow up activities. Track key action items for the Sr. Senior Vice President.
• At the request of the Senior Vice President undertake select program development initiatives, proposal preparation to foundations and government, and attend meetings in his stead (when appropriate).
• Other special projects as assigned - for example participating on the Improvement Team and the Post Baccalaureate Fellows’ Team or responding to special requests.

• Assist the Senior Vice President or Board Secretary to effectively accomplish time-sensitive tasks as may be requested by the Board.
• Work with the Board Secretary to coordinate timely submission of Board reports from various staff members; proof, format and assemble the Board books for the March, July, and November Board meetings.
• Correspond with Board members and their assistants, set up Board and Board sub-committee meetings (i.e., calendaring, notifications to members and their assistants, etc.) when requested by the President, Senior Vice President, Board Secretary, or the Board of Trustees. From recordings, transcribe and provide draft Board minutes for the Senior Vice President, Board Secretary, as well as the Assistant Treasurer and Controller.
• At the direction of the Board Secretary, and with support as needed from the Events Coordinator, coordinate and organize meetings of the Board of Trustees and all committee meetings of the Board. Responsibilities include, but are not limited to, negotiating hotel, catering, and transportation contracts, serving as the logistics point person for all Board dinners and social events, overseeing Board member travel arrangements, coordinating Board member reimbursements.

Summary of Qualifications:
The ideal candidate will be extremely well-organized, gracefully assertive, and possess strong interpersonal skills. In addition, s/he must:
• Exhibit sound judgment and be pleasantly assertive, dependable, and task-oriented; must display strong initiative, be willing to help wherever needed, and be willing and able to learn new processes, concepts, software, etc. quickly.
• Be able to meet multiple timelines while maintaining a consistently outstanding degree of accuracy and thoroughness in work product; must be able to track and effectively follow up on multiple timelines independently, with minimal supervision.
• Must be a self-starter who can assess and implement work plans with minimal supervision; must possess excellent judgment to be able to determine which issues need to be referred to management and which issues can be handled on his/her own initiative.
• Be able to work collaboratively and harmoniously as a member of close knit and highly collaborative program and administrative support teams, creating a sense of collaboration while being sensitive to diverse opinions and personal styles.
• Must be very flexible and comfortable working in an environment with a high degree of ambiguity where processes and targets are evolving.
• Have strong organizational skills and the ability to multi-task quickly and effectively and meet multiple, frequently shifting deadlines in a calm, courteous, and professional manner, despite the pressure of multiple timelines.
• Have strong English verbal and written skills; must be able to communicate effectively, both one-on-one and in larger groups, with diverse internal and external constituents.
• Possess meticulous proofreading skills (grammar, punctuation, and consistency of format and style), and very strong computer/keyboarding skills (Microsoft Outlook and other Office Suite components, database software, etc.), writing skills, and interpersonal/communication skills; must be a highly proficient advanced Excel and Power Point user, and able to quickly learn new and evolving software.
• Reflect professionalism when serving as the “public face” of the Carnegie Foundation and the Senior Vice President’s office.

Education & Experience:
• Bachelor’s degree required; Master’s Degree preferred
• 2-3 years of progressively increasing responsibility is required in the performance of the position’s activities as described above.
• Interest or experience in the field of education or in nonprofit organizations is a plus.

Physical Requirements:
The position requires occasional lifting, pulling or pushing objects of less than 25 pounds. Bending, kneeling and carrying are also occasionally required. A significant amount of time is spent sitting. The position requires visual and auditory acuity. It also requires spending substantial time keyboarding and looking at a computer screen

Application Procedures
The Carnegie Foundation offers a competitive salary and generous benefits in a pleasant and friendly work environment. Review of applications will begin immediately, and the position will remain open until filled. To apply, please refer to Job Code OKEAV-1112 in the subject line and send, email, or fax a detailed cover letter, salary expectations, and resume to:
Ms. Charlene Moran
Director of Human Resources
Carnegie Foundation for the Advancement of Teaching
51 Vista Lane
Stanford, CA 94305

Phone: 650/566-5100 Fax: 650/326-5312 Email:

Job Detailstop

Location Stanford, CA, 94305, United States
Travel Required 5% of the time
Categories Education
Function Administrative Support/Clerical

Location Maptop

Contact Informationtop

Contact Name Charlene Moran
How to apply Applications are no longer accepted for this job posting.
Primary Fax 650-326-5312
Job Code OKEAV-1112