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Executive Assistant

--School Group--

 

ROLE DESCRIPTION 

Position  

Executive Assistant  

Department 

Administrative Support Team 

Reports to  

CEO 

 

About School Group 

School Group (SG) is a start-up international non-profit developing a cutting-edge global e-learning platform that will allow students around the world to connect for peer-to-peer collaborative learning and skills development — improving the accessibility and quality of education, while transforming lives and impacting future success. We need talented people to help us make our vision a reality. So, if you believe in the power of education, international development and community service — and have the time, skills and know-how to match — we want you as a School Group volunteer. 

 

 

Role Overview 

The Operations Department’s Executive Assistant provides high-level support to the executive operations team by assisting with administrative duties that include reports, conducting research, handling information requests, and tracking budgets. The Executive Assistant also provides general clerical support such as managing the executive operations team’s schedule, creating agendas, preparing minutes for leadership meetings, preparing documents, managing a virtual filing system, organizing data, managing volunteer communications, and other projects as assigned. 

This administrative role requires the volunteer to have a keen eye for detail and a strong proficiency with Microsoft Office (preferably Microsoft Office 365 and Dynamics). They are accountable for maintaining timely and accurate information within School Group’s organizational systems. 

 

 

Essential Functions 

  • Provide administrative support to executive operations staff. Tasks include scheduling and arranging all aspects for meetings with internal and external groups, proactively managing multiple calendars and preparing, typing and proofreading a wide variety of reports, letters and memos. 

  • Collect, review, prepare and distribute appropriate materials and information for administrative action per request or using own initiative. 

  • Manage development of presentations for leadership and executive staff upon request. 

  • Develop and maintain related Share Point sites. 

  • Develop filing systems to ensure timely retrieval of information. 

  • Develop and recommend operational processes and/or process improvements for department related efficiency. 

  • Arrange travel by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations. 

Essential Department and Organizational Functions 

  • Meet deadlines for completion of workload 

  • Maintain agreed upon work schedule 

  • Demonstrate cooperation and teamwork 

  • Provide cross-training on specific job responsibilities 

  • Meet identified business goals that contribute to departmental goals 

 

 

Every effort has been made to identify the essential functions of this position. However, this position description in no way states or implies that these are the only duties you may be required to perform. The omission of specific descriptions of duties does not exclude them from the position if the work is similar, related or can be considered essential to this position. 

 

 

Key Relationships 

 

 

 

Qualifications 

Basic 

  • Associate degree required. 

  • Minimum five years’ experience providing administrative support to executive or high-level manager required. 

  • Intermediate to advanced knowledge of Microsoft Word, Excel and PowerPoint and familiar with standard office equipment. 

  • Highly organized and capable of prioritizing tasks and meeting deadlines. 

  • Communication proficiency, both written and oral. 

  • Adaptable and open to learning new skills and taking on additional projects as assigned. 

  • Trustworthy and able to maintain high standard of confidentiality and professionalism. 

  • Ability to build strong relationships with new people and organizations 

  • Experience working in a remote environment 

  • Works well independently and as part of a team 

  • This voluntary position requires a minimum of 15 hours per week be completed within time frames with a minimal commitment of 6 months. 
    Optional days and time frames (please convert to your time zone for accurate availability): 
    Between 4:00 AM - 4:00 PM EST Tuesday through Thursday 
    Between 3:00 PM - 10:00 PM EST Tuesday and Friday 
    Between 7:00 AM - 2:00 PM EST Saturday and Sunday 

 

Preferred 

  • Detail-oriented with excellent time management skills 

  • Strong interpersonal skills 

 

 

 

Why volunteer with us? 

We are a community of people from different parts of the world who share a common belief in improving education which will eventually reduce poverty and improve the quality of life and living conditions globally. Volunteering with us will enable you to build your resume and gain invaluable experience in a supportive environment. 

 

  • In the USA, School Group is a Certifying Organization, offering the President’s Volunteer Service Award (PVSA) to eligible volunteers. 

 

  • School Group will provide a letter of recommendation to all volunteers who are able to showcase outstanding performance for professional references. 

 

 

Other information 

 

This is a volunteer position. There will be no financial compensation. Our organization is 100% volunteer-run. We welcome volunteers located anywhere in the world, as long as they can connect reliably to the internet.