Executive Assistant​/Office Manager

Executive Assistant/Office Manager

KIPP Jacksonville Public Schools is part of the KIPP national network, which operates tuition‑free public schools across 21 states and Washington, DC. Our schools prepare students for college, career, and life with a focus on academic excellence and equitable opportunities.

POSITION & TEAM SUMMARY

The role is a dual position on the Shared Services team. The primary responsibilities are: first, serving as Executive Assistant to the Chief Operating Officer; second, serving as Office Manager for the year‑round Shared Services team.

The day‑to‑day functional areas include organizing and scheduling priorities for the COO, executing on office processes for the 30+ person team, building trustworthy relationships across the team, and navigating confidential situations with ease.

RESPONSIBILITIES

• Provide executive/admin support for the COO, including managing calendars, scheduling meetings, taking notes, monitoring email communication, and streamlining communication systems.
• Assist with document processing and preparation of reports for operational functions, including charter audits.
• Assist in codifying and formalizing processes across the operations team.
• Reconcile the monthly credit card statements for the COO.
• Assist with editing of documents, presentations, newsletters, email blasts, etc.
• Assist with committee meetings, including scheduling, agenda creation, and facilitating meetings when needed.
• Assist with organizing, setting up, and preparing materials for regional events and meetings.
• Assist with booking any relevant travel for Chief‑level officers and their teams.
• Order, pick up, or coordinate catering for special team meetings or regional events.
• Perform other duties as assigned, including attending regional meetings and events.

• Assist with office supply inventory and process orders for the team, including supplies for copy machines and basic office supplies.
• Assist with compliance by collecting relevant information from stakeholders for compliance purposes.
• Design systems to streamline requests across the team (e.g., ways to book travel, request supplies).
• Send email reminders to the team for weekly updates on regional priorities, upcoming events, and survey reminders.
• Execute systems to streamline communications between departments across the shared services team.
• Keep common team areas organized and well‑stocked.

QUALIFICATIONS

• Two (2) years of experience in a relevant role/field.
• Demonstrated commitment to high expectations, growth mindset, team commitment, trust, joy, and sustainability.
• Strong commitment to racial and educational equity; supports an organization that reflects the served community; holds self and others accountable for centering equity.
• Effective written and verbal communication skills.
• Excellent computer and technology skills (Microsoft Office Suite & Google).
• Excellent customer‑service skills.
• Excellent interpersonal skills; ability to work effectively with staff at all levels.
• Excellent organizational and time‑management skills.
• Basic research and analysis skills.
• Strong attention to detail.
• Self‑motivated quick learner.
• Excellent judgment and discretion.
• Associate’s degree or higher.
• Per Florida House Bill 531, the position requires a background screening through the Care Provider Background Screening Clearinghouse. For more information, visit

• Prior experience or exposure to academics/education related to students, staff, etc.
• Prior experience as an administrative assistant in a non‑profit organization.
• Bachelor’s Degree.

ADDITIONAL INFORMATION

This is a full‑time, year‑round position based at the KIPP Jacksonville Regional Office. Typical hours are 8:00 a.m.–5:00 p.m., with some flexibility required around major events, campaign launches, or media deadlines. After initial onboarding, the role has a hybrid work schedule with 3 days required in office each week and two days remote.

PAY AND COMPENSATION

• Base pay starts at $45,000 and is commensurate with experience.
• Individual health benefits (medical, dental, vision).
• 403(b) retirement program with a company match.
• All staff members receive…