Executive Assistant, Office Of Teaching And Learning

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing approximately 40,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.
The Office of Teaching and Learning (T&L) provides school administrators and teachers with the professional learning and resources needed to engage students in rich and rewarding learning experiences. The Office of T&L comprises various academic and support departments, which work collaboratively to support students' growth and progress in meeting or exceeding state standards for academic excellence.
Job Summary:
Reporting to the Chief of Teaching and Learning, the Executive Assistant (EA) will be responsible for the day-to-day operations of the Chief and Deputy Chiefs' activities, including accurate maintenance of calendars, communications, and partnerships with direct reports and stakeholders. Additionally, the EA will serve as a liaison with other CPS offices and department heads by performing a variety of administrative duties.
The Executive Assistant will be held accountable for the following responsibilities:

• Serve as the initial point of contact for office inquiries; triage issues to resolve them quickly and efficiently and/or promptly direct them to the appropriate staff for resolution.
• Handle multiple requests for the time management of both the Chief and Deputy Chiefs, applying strong decision-making skills in handling/determining the priority of requests and elevating requests as necessary for resolution.
• Maintain the Chief and Deputy Chiefs' calendars, including scheduling appointments and meetings, and coordinating travel arrangements.
• Organize and support the facilitation of meetings, including agenda creation, serving as the administrator on virtual meetings, capturing meeting minutes, and following up on action items.
• Prepare, proofread, and edit documents, reports and presentations for Chief review
• Assist with the preparation of materials for scheduled Board meetings, including Board reports and other documents, as needed
• Oversee staff location assignments and maintain accurate records (ie: Office directory, org charts, etc.)
• Coordinate office support services, assist with general office questions and onboarding support
• Assist with various projects, research, and collaborate with T&L Business Operations & Data colleagues as needed
• Provide basic budget support for the Office (ie: assisting with payroll, purchasing, reconciling expense reports, etc.), ensuring accuracy and compliance with district policies
• Arrange travel itineraries, accommodations, and logistics for executives, as needed
• Other duties as assigned

In order to be successful and achieve the above responsibilities, the Executive Assistant must possess the following qualifications:
Education Required:

• High school diploma or GED equivalent is required
• Bachelor's degree from an accredited college or university preferred

Experience Required:

• Minimum of five (5) years of professional experience providing administrative support, including the following, is required:
• Minimum of two (2) years of experience providing customer service and administrative support to senior/executive leadership
• Two (2) years of experience providing Executive Assistant-level support to senior/executive leadership may be considered in combination with a bachelor's degree

Other Requirements:

• Availability to work outside of regular business hours on occasion is required

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills; capable of communicating and collaborating with a wide variety of internal and external stakeholders
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent attention to detail, organizational skills, and ability to effectively multi-task in a fast-paced environment
• Skilled in using a range of technology and digital tools, including a high degree of proficiency in Google Workspace and proficiency in Microsoft Office Suite.
• Ability to work independently with a high level of discretion and professionalism.
• Exceptional planning and time management skills, including the ability to handle a wide variety of complex situations, competing priorities, and time conflicts involving the business/administrative functions of the office
• Ability to define problems, analyze data, and outline valid conclusions and action steps
• Knowledge of operations, budget/finance, management, and organizational development

Conditions of Employment
As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.
• Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. "Up-to-date" on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.