Administrative Assistant, Executive Suite
Carnegie Foundation for the Advancement of Teaching - Stanford, CA

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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 currently seeking an experienced administrative assistant to provide administrative support for the executive suite, consisting of the President, Senior Vice President, Associate Vice President/Secretary to the Board, and Special Associate to the President, as outlined below:

Support Responsibilities for the President

Maintain the President’s Outlook calendar so that it is up-to-date and accurate. At the direction of the President’s Special Associate, schedule meetings for the President with multiple internal and external contacts, including out-of-town meetings. Collaborate with the Special Associate to determine priorities, schedule phone, in-person, conference call, and videoconference meetings and appointments. Provide logistical and technical support for teleconferences and videoconferences.

Answer the President’s phones, take accurate messages, notify the President or his Special Associate promptly and, when appropriate, take initiative to handle the call or research appropriate information to enable a timely response.

Working with the Special Associate, ensure that the President’s daily correspondence – internal and external, paper and electronic – is reviewed, prioritized, and dispatched in a timely manner. Serve as a back up to the Special Associate to handle the President’s internal and external correspondence, including e-mail and web-based communications. Upon request, prepare draft responses or, when appropriate, respond directly.

Organize, format, type, and carefully proofread a variety of reports, manuscripts, letters and documents as requested by the President or his Special Associate. Photocopy and prepare reports, manuscripts, letters and papers for dissemination. Efficiently plan and implement processes for distribution of publications and mass mailings, both electronic and paper.
At the direction of the Special Associate, perform internet and library searches to obtain information/materials required by the President in advance of his meetings and trips.

Support Responsibilities for the Executive Suite Team

Make travel arrangements that can involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements). Maintain current and accurate contact information when staff members are traveling or out of the office. Following a trip, prepare necessary expense reports accurately and on a timely basis.

Working with the Sr. Vice President’s Executive Assistant/Project Manager, maintain the executive suite’s files – both paper and electronic, such that necessary files can be quickly and easily retrieved. Maintain files of press releases and placements.

Maintain address lists and databases as required by members of the executive suite. Merge database information into letters, address labels, etc. Maintain media lists and contacts; create, monitor and regularly update targeted media lists of key national and regional reporters, editors and producers.

Upon request by the Office/Events Manager, assist with the planning of various special events and meetings as they relate to the work of the executive suite or the Foundation as a whole. This work may include: preparing and sending invitations, tracking RSVPs, preparing event materials, preparing name badges and guest lists, securing and setting up the venue, arranging for catering, A-V needs, local transportation for participants, etc.

As an integral and contributing member of the Foundation’s collaborative administrative support team, assist in implementing general office procedures and systems and perform assigned Foundation-wide duties, such as front desk coverage (upon request) or kitchen duty (on rotation basis).

Working collaboratively with the Office & Events Manager, ensure that the Foundation’s Master Calendar system is maintained accurately and always up-to-date.

Represent the Carnegie Foundation in a positive, professional, and effective manner when communicating directly with executives and administrators in the fields of education and policy.

Education/Experience Requirements

  • Must be very flexible and comfortable working in an environment with a high degree of ambiguity and where processes, timelines, and targets are evolving.
  • Must have the ability to multi-task quickly and effectively and meet multiple deadlines in a calm, courteous, and professional manner.
  • Must be able to work collaboratively and harmoniously as a member of close knit administrative and program teams.
  • Must exhibit sound judgment, be dependable, and be willing to help wherever needed.
  • Must have accurate keyboarding skills (50+ wpm) and meticulous proofreading skills in the areas of grammar, punctuation, and consistency of format and style.
  • Must possess very strong computer skills (Microsoft Outlook, Word, Excel, and other Office Suite components, etc.), organizational skills, writing skills, and interpersonal/communication skills.
  • A willingness and an ability to learn and apply knowledge quickly are essential, particularly with regard to specialized software.
  • A Bachelor’s degree is preferred to ensure effective written and oral communication with members of the education and policy communities.
  • Experience working in the field of education or in a non-profit environment is a definite plus, but not required.
  • Two or more years of relevant and increasingly responsible administrative experience is preferred.

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. The position requires visual and auditory acuity.

Environmental/Atmospheric conditions

Collaborative, community-building atmosphere grounded in an environment of mutual respect. The facility itself is located in a quiet, pastoral setting near a hiking trail, and amenities include a communal kitchen, outdoor eating/gathering areas, and free parking.

Application Procedures:

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 INAA-0713 in the subject line and email, send, or fax cover letter, salary expectations, and resume to:

Ms. Charlene Moran
Director of Human Resources
The Carnegie Foundation for the Advancement of Teaching
51 Vista Lane, Stanford, CA 94305
Phone: 650/566-5100 Fax: 650/326-5312

About this company
A: The Carnegie Foundation is one of several philanthropic and educational institutions founded by Andrew Carnegie. Each organization is...