Executive Assistant & Office Manager

$55,000 - $67,500/Yr

Breakthrough Public Schools - Cleveland, OH

Full-time - Entry Level

Cleveland, OH

About the position

Breakthrough Public Schools is seeking an Executive Assistant to the CEO and Office Manager who will perform a wide variety of executive administrative duties that support the Chief Executive Officer (CEO) and ensure smooth office operations. The Executive Assistant will set a welcoming tone for the home office and help inspire a cohesive culture within the organization. This role is crucial in managing the CEO's calendar, scheduling internal and external meetings, and organizing logistics for various events. The ideal candidate will proactively resolve scheduling conflicts, prioritize requests, and confirm meeting details, ensuring that the CEO is well-prepared for all engagements. In addition to supporting the CEO, the Executive Assistant will act as a cultural leader for the office, fostering an environment aligned with Breakthrough's Vision, Mission, Core Values, and Diversity, Equity, and Inclusion (DEI) commitments. Responsibilities include greeting internal and external customers, managing office logistics, and ensuring smooth onboarding for new staff. The Executive Assistant will also coordinate staff meetings, prepare meeting materials, and manage office supplies, contributing to the overall efficiency of the home office. The role requires a highly organized individual who enjoys working across various projects and is skilled at building authentic relationships. The Executive Assistant will also support the Board of Directors by attending meetings, taking minutes, and maintaining board-related documentation. This position is essential for maintaining the operational integrity of the office and supporting the strategic goals of Breakthrough Public Schools.

Responsibilities

• Manage the CEO calendar by scheduling internal and external meetings, appointments, special events, and travel.
• Proactively resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.
• Organize and prepare the CEO for meetings, including gathering documents and attending to logistics of meetings.
• Draft, review, and send communications on behalf of the CEO.
• Manage CEO expense tracking and assist with research and other matters as requested.
• Organize, classify, and compile documents and information for the CEO.
• Maintain records, inventory, and digital files.
• Act as a cultural leader for the office, helping to set and foster an office culture aligned to Breakthrough's Vision, Mission, Core Values, and DEI commitment.
• Greet internal and external customers on the phone or in person on behalf of the home office.
• Serve as the primary point for all home office logistics, including onboarding new staff and managing office supplies.
• Arrange and schedule all staff meetings, including coordinating the agenda and preparing meeting materials.
• Provide support to home office staff members with travel and professional development arrangements.
• Ensure appropriate signage is posted throughout the office and manage incoming mail and packages.
• Attend all board meetings, take minutes, and ensure they are recorded into the board management system in a timely manner.
• Maintain the BPS Network Board List and the BPS Schools Boards list, including term start/end dates.
• Support the board with onboarding new members and develop a calendar for all board meetings.

Requirements

• High School Diploma required; Bachelor's degree preferred.
• Preferred 3 years of experience supporting executive-level leaders.
• Must possess a valid driver's license with a driving record under the BPS's acceptable guidelines.
• Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
• Excellent interpersonal skills and a customer-focused attitude.
• Strong written and verbal communication skills.
• Ability to work some evenings for board meetings (approximately once per month).
• Technical skills in using Google Drive (Docs, Sheets, Slides, Forms) for preparing and modifying documents.

Nice-to-haves

• Experience in a non-profit or educational environment.
• Familiarity with board governance and meeting protocols.

Benefits

• Competitive salary range of $55,000 - $67,500 per year.
• Full-time employment with opportunities for professional development.