Executive Assistant
KIPP Texas Public Schools · Houston, TX · 1 mo ago
On-siteEducationFull-time
We need to output HTML fragment with headings for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must only include sections that have real specific content. We must not repeat job title. Must not include Job ID etc. Must preserve all substantive info, remove boilerplate (EEO, legal, etc). Must not create sections with placeholder text.
We need to parse the posting.
Content:
- Intro about KIPP Texas Public Schools: description of organization. Could be "About the role"? Actually "About KIPP Texas Public Schools" is about organization. The instruction says use
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must only include sections that have real specific content. We must not repeat job title. Must not include Job ID etc. Must preserve all substantive info, remove boilerplate (EEO, legal, etc). Must not create sections with placeholder text.
We need to parse the posting.
Content:
- Intro about KIPP Texas Public Schools: description of organization. Could be "About the role"? Actually "About KIPP Texas Public Schools" is about organization. The instruction says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can have "About the role" maybe but we have description of organization. Could treat as "About the role" or "About KIPP Texas Public Schools". The instruction says use those headings as examples, but we can use other headings? It says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Likely they expect those exact headings if content exists. We need to map content to those sections.
We have:
- Job Description paragraph: "The Executive Assistant advances organizational priorities..." That's about the role. Could be under "About the role".
- ROLE RESPONSIBILITIES: a big list. That's Responsibilities.
- Qualifications: includes Minimum of three (3) years..., High School diploma required; Associate’s degree preferred; Demonstrated experience managing confidential executive communications... That's qualifications.
- COMPETENCY AND SKILLS: includes Interpersonal Skills..., Operational Excellence..., Expert proficiency..., Physical Requirements..., Additional Requirements..., Work Environment..., Travel Requirements... This could be split into Skills and maybe Requirements? But we already have Qualifications. The instruction says we can have Requirements and Qualifications separate. Usually Requirements = minimum qualifications, Qualifications = preferred? But we can decide.
We have "Qualifications" heading already in posting. Under that we have "MINIMUM OF three (3) years..." and "High School diploma required; Associate’s degree preferred" and "Demonstrated experience managing confidential executive communications..." That's qualifications.
Then "COMPETENCY AND SKILLS:" includes Interpersonal Skills, Operational Excellence, Expert proficiency, Physical Requirements, Additional Requirements, Work Environment, Travel Requirements. This could be considered Skills (and maybe Requirements). We could put under Skills.
We also have "Additional Information What We Bring to the Table:" which lists benefits: medical, dental, vision, vacation, PTO, paid family leave, FSA/HSA, EAP, employee-paid benefits (legal plans, LifeLock, life insurance, disability). That's Benefits.
We have no explicit Pay or Schedule info. So we should not create Pay or Schedule sections.
We must not include boilerplate: EEO, equal opportunity, accommodation request, etc. Remove those.
We must not include application instructions.
We must preserve all substantive info.
Thus sections:
- About the role (h3) containing the job description paragraph(s) maybe also the intro about KIPP Texas? The intro about KIPP Texas is more about organization; could be included under About the role as context. But we might also include a separate "About KIPP Texas Public Schools"? Not in list. Probably better to put under About the role.
- Responsibilities (h3) containing the list of responsibilities.
- Qualifications (h3) containing the qualifications bullet points.
- Skills (h3) containing the competency and skills bullet points (including interpersonal, operational excellence, technical proficiency, physical requirements, additional requirements, work environment, travel requirements). Might be long but okay.
- Benefits (h3) containing the benefits list.
We must use - for any list of duties/requirements/benefits, and
for prose.
Thus for About the role: we have prose paragraphs (maybe two: the intro about KIPP Texas and the job description). We'll combine into
elements.
For Responsibilities: we have a long paragraph with many duties separated by semicolons. Better to split into list items. We'll extract each duty as a
- . Must preserve all info.
Let's parse responsibilities:
"Provide Executive Support to the Chief of Staff Manage an active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas; putting together a weekly plan for the Cheif of Staff with all necessary information; and compiling documents for meetings, and completing expense reports and tracks and submitting critical compliance reports.
Optimize and manage the Chief of Staff’s availability while ensuring smooth communication with internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Serves as an organizational liaison, maintaining awareness of the internal climate and providing timely updates to the CoS.
Plan Chief of Staff ’s work time effectively so that they are able to complete all necessary tasks on time, answer emails and phone calls within 48 hours, and spends the majority of his/her time advancing the strategy of the organization.
Manage communication on behalf of Chief of Staff including; composing and preparing correspondence, including confidential matters; communicate directly with families of KIPP TX students, board members, external stakeholders, staff, and others, on matters related to Chief of Staff’s programmatic initiatives, meetings, crisis, and any other work.
Provide support with finance operations for multiple budgets, including tracking invoices, approvals and signatures.
Anticipate, research, prioritize and follow up on incoming issues and concerns addressed to the Cheif of Staff by KIPP families, staff, and external parties, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Manage relationships crucial to the success of the organization, as well as a variety of special projects for the Chief of Staff, some of which may have organizational impact.
Manage Public Information Requests for the organization, ensuring that requests are disseminated to the proper department and responded to in a timely, accurate, and legally compliant manner.
Partner with Office Manager and Executive Assistant team, to ensure smooth day-to-day organizational operations and administrative alignment Serve as Liaison for Senior Management Serve as a role model for executive support across KIPP TX and champions KIPP TX’s mission and core values in all interactions with all stakeholders.
Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team."
We need to split into sensible list items. Each sentence or clause separated by periods. We'll create
- for each distinct duty.
Let's list:
1. Provide Executive Support to the Chief of Staff.
2. Manage an active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas.
3. Put together a weekly plan for the Chief of Staff with all necessary information.
4. Compile documents for meetings, and complete expense reports and track and submit critical compliance reports.
5. Optimize and manage the Chief of Staff’s availability while ensuring smooth communication with internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
6. Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
7. Serve as an organizational liaison, maintaining awareness of the internal climate and providing timely updates to the Chief of Staff.
8. Plan the Chief of Staff’s work time effectively so that they are able to complete all necessary tasks on time, answer emails and phone calls within 48 hours, and spend the majority of his/her time advancing the strategy of the organization.
9. Manage communication on behalf of the Chief of Staff, including composing and preparing correspondence (including confidential matters); communicate directly with families of KIPP TX students, board members, external stakeholders, staff, and others, on matters related to the Chief of Staff’s programmatic initiatives, meetings, crises, and any other work.
10. Provide support with finance operations for multiple budgets, including tracking invoices, approvals, and signatures.
11. Anticipate, research, prioritize, and follow up on incoming issues and concerns addressed to the Chief of Staff by KIPP families, staff, and external parties, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.
12. Manage relationships crucial to the success of the organization, as well as a variety of special projects for the Chief of Staff, some of which may have organizational impact.
13. Manage Public Information Requests for the organization, ensuring that requests are disseminated to the proper department and responded to in a timely, accurate, and legally compliant manner.
14. Partner with the Office Manager and Executive Assistant team to ensure smooth day-to-day organizational operations and administrative alignment.
15. Serve as a role model for executive support across KIPP TX and champion KIPP TX’s mission and core values in all interactions with all stakeholders.
16. Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team.
That seems comprehensive.
Now Qualifications: we have:
- Minimum of three (3) years of professional experience directly supporting C-level executives in a fast-paced, complex organizational environment
- High School diploma required; Associate’s degree preferred
- Demonstrated experience managing confidential executive communications, complex calendar and travel logistics, and Board-level administrative coordination.
We can list as
- .
Now Skills (Competency and Skills): includes:
Interpersonal Skills:
- Exceptional communication skills with the ability to build relationships with diverse stakeholders, including board members, external stakeholders, and families.
- Stays calm and steady in a fast paced setting with several moving parts.
- Skilled at delivering the highest level of customer/client service to a wide variety of internal and external stakeholders.
- Emotional maturity and proven ability to handle sensitive and confidential information with discretion.
- Understands role of the EA amongst the team.
- Strong decision maker, taking proactive approaches to problem-solving and recommending solutions.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
Operational Excellence:
- Proven ability to prioritize competing demands and maintain high performance in a fast-paced environment.
- Exceptional attention to detail and strong organizational skills that reflect ability to perform and prioritize multiple tasks and adapt to competing demands.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Technical proficiency:
- Expert proficiency in Google Workspace and Microsoft Office required; proficiency with Slack, Adobe Acrobat, and project management tools strongly preferred.
Physical Requirements:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The person in this position needs to be able to move about inside and outside the school throughout the workday.
- The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.
Additional Requirements:
- Reliable transportation is needed for travel between campuses
- Ability to maintain emotional control under stress.
- Work with frequent interruptions.
Work Environment:
- Reports to school or central office site Monday - Friday
- Typical school/office environment with frequent interruptions.
Travel Requirements:
- Frequent travel: Regular and consistent travel to various school sites, regional offices, or external locations for work related activities for professional learning, meetings and other work related activities.
We need to decide if we should split into subheadings? The instruction only says use
for section headings, not subheadings. So we can just list all as
- under Skills section. However some items are more like requirements (physical, additional, work environment, travel). But we already have Qualifications section for minimum qualifications; we could treat these as Skills. It's okay.
We must not include boilerplate like "Reasonable accommodations may be made..." that's part of Physical Requirements; it's substantive, keep it.
Now Benefits: from "What We Bring to the Table:" list:
- Comprehensive medical, dental, and vision plans
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Likely they expect those exact headings if content exists. We need to map content to those sections.
We have:
- Job Description paragraph: "The Executive Assistant advances organizational priorities..." That's about the role. Could be under "About the role".
- ROLE RESPONSIBILITIES: a big list. That's Responsibilities.
- Qualifications: includes Minimum of three (3) years..., High School diploma required; Associate’s degree preferred; Demonstrated experience managing confidential executive communications... That's qualifications.
- COMPETENCY AND SKILLS: includes Interpersonal Skills..., Operational Excellence..., Expert proficiency..., Physical Requirements..., Additional Requirements..., Work Environment..., Travel Requirements... This could be split into Skills and maybe Requirements? But we already have Qualifications. The instruction says we can have Requirements and Qualifications separate. Usually Requirements = minimum qualifications, Qualifications = preferred? But we can decide.
We have "Qualifications" heading already in posting. Under that we have "MINIMUM OF three (3) years..." and "High School diploma required; Associate’s degree preferred" and "Demonstrated experience managing confidential executive communications..." That's qualifications.
Then "COMPETENCY AND SKILLS:" includes Interpersonal Skills, Operational Excellence, Expert proficiency, Physical Requirements, Additional Requirements, Work Environment, Travel Requirements. This could be considered Skills (and maybe Requirements). We could put under Skills.
We also have "Additional Information What We Bring to the Table:" which lists benefits: medical, dental, vision, vacation, PTO, paid family leave, FSA/HSA, EAP, employee-paid benefits (legal plans, LifeLock, life insurance, disability). That's Benefits.
We have no explicit Pay or Schedule info. So we should not create Pay or Schedule sections.
We must not include boilerplate: EEO, equal opportunity, accommodation request, etc. Remove those.
We must not include application instructions.
We must preserve all substantive info.
Thus sections:
- About the role (h3) containing the job description paragraph(s) maybe also the intro about KIPP Texas? The intro about KIPP Texas is more about organization; could be included under About the role as context. But we might also include a separate "About KIPP Texas Public Schools"? Not in list. Probably better to put under About the role.
- Responsibilities (h3) containing the list of responsibilities.
- Qualifications (h3) containing the qualifications bullet points.
- Skills (h3) containing the competency and skills bullet points (including interpersonal, operational excellence, technical proficiency, physical requirements, additional requirements, work environment, travel requirements). Might be long but okay.
- Benefits (h3) containing the benefits list.
We must use - for any list of duties/requirements/benefits, and
for prose.
Thus for About the role: we have prose paragraphs (maybe two: the intro about KIPP Texas and the job description). We'll combine into
elements.
For Responsibilities: we have a long paragraph with many duties separated by semicolons. Better to split into list items. We'll extract each duty as a
- . Must preserve all info.
Let's parse responsibilities:
"Provide Executive Support to the Chief of Staff Manage an active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas; putting together a weekly plan for the Cheif of Staff with all necessary information; and compiling documents for meetings, and completing expense reports and tracks and submitting critical compliance reports.
Optimize and manage the Chief of Staff’s availability while ensuring smooth communication with internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Serves as an organizational liaison, maintaining awareness of the internal climate and providing timely updates to the CoS.
Plan Chief of Staff ’s work time effectively so that they are able to complete all necessary tasks on time, answer emails and phone calls within 48 hours, and spends the majority of his/her time advancing the strategy of the organization.
Manage communication on behalf of Chief of Staff including; composing and preparing correspondence, including confidential matters; communicate directly with families of KIPP TX students, board members, external stakeholders, staff, and others, on matters related to Chief of Staff’s programmatic initiatives, meetings, crisis, and any other work.
Provide support with finance operations for multiple budgets, including tracking invoices, approvals and signatures.
Anticipate, research, prioritize and follow up on incoming issues and concerns addressed to the Cheif of Staff by KIPP families, staff, and external parties, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Manage relationships crucial to the success of the organization, as well as a variety of special projects for the Chief of Staff, some of which may have organizational impact.
Manage Public Information Requests for the organization, ensuring that requests are disseminated to the proper department and responded to in a timely, accurate, and legally compliant manner.
Partner with Office Manager and Executive Assistant team, to ensure smooth day-to-day organizational operations and administrative alignment Serve as Liaison for Senior Management Serve as a role model for executive support across KIPP TX and champions KIPP TX’s mission and core values in all interactions with all stakeholders.
Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team."
We need to split into sensible list items. Each sentence or clause separated by periods. We'll create
- for each distinct duty.
Let's list:
1. Provide Executive Support to the Chief of Staff.
2. Manage an active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas.
3. Put together a weekly plan for the Chief of Staff with all necessary information.
4. Compile documents for meetings, and complete expense reports and track and submit critical compliance reports.
5. Optimize and manage the Chief of Staff’s availability while ensuring smooth communication with internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
6. Work closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
7. Serve as an organizational liaison, maintaining awareness of the internal climate and providing timely updates to the Chief of Staff.
8. Plan the Chief of Staff’s work time effectively so that they are able to complete all necessary tasks on time, answer emails and phone calls within 48 hours, and spend the majority of his/her time advancing the strategy of the organization.
9. Manage communication on behalf of the Chief of Staff, including composing and preparing correspondence (including confidential matters); communicate directly with families of KIPP TX students, board members, external stakeholders, staff, and others, on matters related to the Chief of Staff’s programmatic initiatives, meetings, crises, and any other work.
10. Provide support with finance operations for multiple budgets, including tracking invoices, approvals, and signatures.
11. Anticipate, research, prioritize, and follow up on incoming issues and concerns addressed to the Chief of Staff by KIPP families, staff, and external parties, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.
12. Manage relationships crucial to the success of the organization, as well as a variety of special projects for the Chief of Staff, some of which may have organizational impact.
13. Manage Public Information Requests for the organization, ensuring that requests are disseminated to the proper department and responded to in a timely, accurate, and legally compliant manner.
14. Partner with the Office Manager and Executive Assistant team to ensure smooth day-to-day organizational operations and administrative alignment.
15. Serve as a role model for executive support across KIPP TX and champion KIPP TX’s mission and core values in all interactions with all stakeholders.
16. Work directly with the Chief of Staff to ensure consistent communication and coordination with the KTX Executive Leadership team.
That seems comprehensive.
Now Qualifications: we have:
- Minimum of three (3) years of professional experience directly supporting C-level executives in a fast-paced, complex organizational environment
- High School diploma required; Associate’s degree preferred
- Demonstrated experience managing confidential executive communications, complex calendar and travel logistics, and Board-level administrative coordination.
We can list as
- .
Now Skills (Competency and Skills): includes:
Interpersonal Skills:
- Exceptional communication skills with the ability to build relationships with diverse stakeholders, including board members, external stakeholders, and families.
- Stays calm and steady in a fast paced setting with several moving parts.
- Skilled at delivering the highest level of customer/client service to a wide variety of internal and external stakeholders.
- Emotional maturity and proven ability to handle sensitive and confidential information with discretion.
- Understands role of the EA amongst the team.
- Strong decision maker, taking proactive approaches to problem-solving and recommending solutions.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
Operational Excellence:
- Proven ability to prioritize competing demands and maintain high performance in a fast-paced environment.
- Exceptional attention to detail and strong organizational skills that reflect ability to perform and prioritize multiple tasks and adapt to competing demands.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Technical proficiency:
- Expert proficiency in Google Workspace and Microsoft Office required; proficiency with Slack, Adobe Acrobat, and project management tools strongly preferred.
Physical Requirements:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The person in this position needs to be able to move about inside and outside the school throughout the workday.
- The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.
Additional Requirements:
- Reliable transportation is needed for travel between campuses
- Ability to maintain emotional control under stress.
- Work with frequent interruptions.
Work Environment:
- Reports to school or central office site Monday - Friday
- Typical school/office environment with frequent interruptions.
Travel Requirements:
- Frequent travel: Regular and consistent travel to various school sites, regional offices, or external locations for work related activities for professional learning, meetings and other work related activities.
We need to decide if we should split into subheadings? The instruction only says use
for section headings, not subheadings. So we can just list all as
- under Skills section. However some items are more like requirements (physical, additional, work environment, travel). But we already have Qualifications section for minimum qualifications; we could treat these as Skills. It's okay.
We must not include boilerplate like "Reasonable accommodations may be made..." that's part of Physical Requirements; it's substantive, keep it.
Now Benefits: from "What We Bring to the Table:" list:
- Comprehensive medical, dental, and vision plans
for prose. Thus for About the role: we have prose paragraphs (maybe two: the intro about KIPP Texas and the job description). We'll combine into
elements. For Responsibilities: we have a long paragraph with many duties separated by semicolons. Better to split into list items. We'll extract each duty as a
- .
Now Skills (Competency and Skills): includes:
Interpersonal Skills:
- Exceptional communication skills with the ability to build relationships with diverse stakeholders, including board members, external stakeholders, and families.
- Stays calm and steady in a fast paced setting with several moving parts.
- Skilled at delivering the highest level of customer/client service to a wide variety of internal and external stakeholders.
- Emotional maturity and proven ability to handle sensitive and confidential information with discretion.
- Understands role of the EA amongst the team.
- Strong decision maker, taking proactive approaches to problem-solving and recommending solutions.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
Operational Excellence:
- Proven ability to prioritize competing demands and maintain high performance in a fast-paced environment.
- Exceptional attention to detail and strong organizational skills that reflect ability to perform and prioritize multiple tasks and adapt to competing demands.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Technical proficiency:
- Expert proficiency in Google Workspace and Microsoft Office required; proficiency with Slack, Adobe Acrobat, and project management tools strongly preferred.
Physical Requirements:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The person in this position needs to be able to move about inside and outside the school throughout the workday.
- The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.
Additional Requirements:
- Reliable transportation is needed for travel between campuses
- Ability to maintain emotional control under stress.
- Work with frequent interruptions.
Work Environment:
- Reports to school or central office site Monday - Friday
- Typical school/office environment with frequent interruptions.
Travel Requirements:
- Frequent travel: Regular and consistent travel to various school sites, regional offices, or external locations for work related activities for professional learning, meetings and other work related activities.
We need to decide if we should split into subheadings? The instruction only says use
for section headings, not subheadings. So we can just list all as
- under Skills section. However some items are more like requirements (physical, additional, work environment, travel). But we already have Qualifications section for minimum qualifications; we could treat these as Skills. It's okay. We must not include boilerplate like "Reasonable accommodations may be made..." that's part of Physical Requirements; it's substantive, keep it. Now Benefits: from "What We Bring to the Table:" list: - Comprehensive medical, dental, and vision plans