Posted on February 2, 2012

print

Executive Assistant to the President

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 Executive Assistant to provide the highest level of executive assistance to the President of the Carnegie Foundation, organizing, managing, and supporting the activities of the President in a professional, efficient, proactive and effective manner, while maintaining confidentiality at all times. The incumbent will execute the following activities for the President:

• Fully understand the work and priorities of the Foundation and effectively triage (sort, evaluate, prioritize, and determine appropriate action) to facilitate efficient use of the President’s time.
• Efficiently coordinate and accurately maintain the complex and dynamic calendar of the President while managing the multitude of competing priorities. Proactively alert the president to deadlines, potential conflicts, etc.
• Coordinate the president’s calendar with internal staff’s calendars, as well as external parties, to meet the needs of a wide range of constituents.
• Keep senior staff advised of the President’s schedule and vice versa. Work with members of the senior staff to make sure the work of the Foundation is optimally achieved.
• Determine the appropriate use of technology for meetings, including teleconferencing and videoconferencing. Open up the line for external parties to participate in such meetings.
• Research and compile briefing materials for the President’s review. Manage the President’s schedule and daily work.
• Manage the President’s email inbox and received mail in a timely fashion.
• Answer the President’s phones graciously and efficiently. Take accurate messages while eliciting complete information for subsequent discussion with the President; refer calls to other staff members if appropriate. Respond to all messages, inquiries and requests in a timely and appropriate fashion.
• Book comprehensive travel arrangements for the President and prepare trip itineraries before departure.
• Prepare, submit and track expense reports. Submit claims to third parties for reimbursement as appropriate. Reconcile the President’s corporate credit card account. Submit accounting forms to the Foundation’s Finance department as required for audit purposes. Manage time reports.
• Draft brief memos and letters for a variety of audiences as requested. Accurately review and proofread memos, letters, manuscripts and other written documents as requested.
• Complete various forms as required by internal and external parties, and ready them for President’s signature.
• Compose the Foundation’s weekly newsletter.
• Assist with the preparation of visual representations (charts, graphs, PowerPoints, etc.).
• Organize and maintain the files of the President’s office.
• Attend various foundation meetings and functions. Maintain a record of meeting discussions and provide follow up or assistance when appropriate.
• Actively engage on various teams within the foundation.
• Collaborate with other Executive Assistants to ensure adequate support within the Executive Suite, which includes the Vice President’s office.
• Work collaboratively with the Events Coordinator and other staff to plan convenings, seminars and other special events.
• Assist the president with process review and improvements, particularly with regard to efficiency and cost savings, when appropriate.
• Assist other staff members as needed.
• Other projects as assigned.

Education/Experience:

• Bachelor’s degree required, advanced degree is a plus.
• Five or more years of prior experience as an executive or senior assistant is required, preferably in a fast-paced environment where processes, timelines, and targets are evolving.
• Must be able to communicate graciously, professionally, and effectively with a variety of policymakers, business and foundation leaders, researchers, and other prominent individuals on behalf of the President.
• Excellent judgment, verbal, written, organizational, problem-solving, communication, interpersonal, and negotiation skills are necessary. Must be flexible, dependable, able to maintain strict confidentiality, and able to work effectively, graciously, and harmoniously as a member of a collaborative, close knit administrative team, as well as part of an executive team.
• Must have excellent computer and web skills and a strong aptitude for learning new skills quickly and in depth. Must have accurate keyboarding skills (50+ wpm) and meticulous proofreading skills in the areas of grammar, punctuation, and consistency of format and style.
• Able to deal with frequent interruptions and work effectively and harmoniously in an open office environment.
• A positive, gracious, can-do attitude is a must.
• Experience in the field of education, or non-profit realm is a plus.
• Strong understanding of the educational mission of the Foundation 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, keyboarding, and looking at a computer screen. The position requires visual and auditory acuity.

Application Instructions

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 CFEA-0112 in the subject line and send, email, or fax 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: resumes@carnegiefoundation.org