Location: Chicago, IL
Company: Csta
with teammates spread from California to Massachusetts and we blend our collective experience gained from our past roles in non-profits, K-12 schools, higher education, and hospitality to create high-quality teaching and learning experiences for teachers from all over the world.
Who We Are Looking For: An Organized, Proactive Problem Solver The Executive Assistant will be a valued team member and a crucial partner to our Executive Director in navigating competing priorities and goals through strategic time management and support. We are looking for an energetic, positive, trustworthy, and collaborative professional who uses sound judgment and proactively problem-solves. How You’ll Contribute:
Essential Duties and Responsibilities In support of our Executive Director and Leadership team, you will act as an empathetic and trusted partner to help keep our organization running smoothly (65% time).
You will own, create, and support the cadence and schedules of our leadership, and serve as a liaison to our Board of Directors. In your day-to-day, you will: Manage our Executive Director’s individual calendar, travel, and other administrative needs Provide cadence and structure to weekly schedules; coordinate internal meetings and follow-up actions from individual team members based on meeting outcomes. Schedule meetings and work days thoughtfully to ensure productivity and a focus
on priorities. Provide Board of Directors meeting management, scheduling, and minutes In support of the broader operations of the organization, you will assist with routine financial and administrative tasks (35% time), including supporting the Finance & Administration team in completing the month-end financial close process.
In your day-to-day, you might: Handle routine administrative tasks such as managing travel bookings and accommodations as needed; overseeing expense reimbursements; ordering supplies, printed materials, and swag Manage system access and support for the range of tools used (Certify, Egencia, Zoom, Asana, Docusign, and others) Manage remote mail system and storage of branded materials Deposit checks and apply payments to member and vendor accounts Create invoices and track receipt of payments Other AP/AR duties, as assigned What You Bring to the Table: Experience & Qualifications You should be a tech-forward self-starter experienced in learning and using modern tools to solve problems, with a willingness to take ownership and get-it-done attitude.
As our ideal teammate, you are professional, discreet, flexible, and have excellent communication skills. Each day will bring a different set of experiences; you are able to adapt quickly, know when to push and when to go with the flow.
Experience in a fast-paced remote or hybrid environment, with events planning experience a plus. As our ideal candidate, you also have some combination of the following qualifications: 4+ years experience in an Administrative and/or Executive support role 2+ years of experience directly supporting leadership team members at a fast-paced organization Strength in communicating in a professional, timely, and accurate nature, both verbally and in writing High degree of accuracy and attention to detail, strong number sense Proficiency with Microsoft Office and Google Suite; have used Google calendar to manage busy executive schedules Experience editing and proofreading documents and presentations Experience learning and using modern tech tools A solid understanding of administrative fundamentals and discretion in handling sensitive information Sense of humor and ability to adapt quickly to change!
In addition, all candidates: Must be a U. S. citizen or authorized to work in the U. S. Must pass a pre-employment background check Must be able to travel 3-4 times a year within the U. S. and occasionally work outside normal business hours.
Travel costs are covered by CSTA. What We Offer As a nonprofit, we strive to be market competitive with similarly sized organizations, and internally fair in our pay practices. The hiring salary range for this role is $65,000 - $70,000. This represents the target offer range given the scope and experience expectations for this role. In hiring, we are generally open to candidates in a varying range of experiences and levels, and recognize that as a candidate you may be less experienced or more senior than this job description as posted. If that's the case, an updated salary range will be shared with you if you move forward in our hiring process.
CSTA is proud to provide a flexible, engaging working environment with a great team. Other perks and benefits include: Paid time off: three weeks vacation annually, ten days sick leave, ten holidays, one-week office closure for summer break, and one-week office closure at the end of December Flexible schedules with independent work day Fridays Paid parental leave (8-12 weeks) Medical, dental and vision premiums paid at 100% for FT positions and subsidized dependent premiums Technology and work from home subsidy consistent with our bring-your-own-device environment Option to participate in retirement savings plan with generous employer match after six months of employment CSTA Leads Through Our Values CSTA is committed to disrupting systemic inequities and developing inclusive teaching and learning practices.
This extends to our internal team and we regularly seek opportunities to expand our knowledge and better our practices to foster internal equity and a sense of belonging within our team. Read about our values here. CSTA is honored to be an equal opportunity workplace. We realize that by bringing together a team rich in diverse backgrounds, thoughts and experiences, our people, organization, and our members flourish.
We are committed to providing equal employment opportunities regardless of race, color, national origin, religion, creed, genetic information, interaction (including pregnancy, interactionual orientation or gender identity), age, marital status, disability, military or veteran status; or any other protected classifications or characteristics under applicable local laws. What to Expect From Us We strongly encourage you to apply! If we feel your skills, experience, and values match, we’ll reach out about meeting with the team.
During the interview stage, you can expect: An initial “phone” screen (25 minutes). If there’s a good mutual fit for the role, you’ll be invited to next steps in our process. A take-home exercise to demonstrate skills needed for the role; you can expect to spend approximately one hour completing this task Upon satisfactory completion of the task, we’ll schedule an Interview loop with three interviews (1 hour each) with the team members you will working closely with All interviews will be remote via Zoom; we are happy to make accommodations you might need to feel set up for success in our process.
Planned Hiring Timeline: January 3-14: Resumes accepted (Cover letters are encouraged so we can get to know you! ) Week of January 15th: Resumes reviewed and informational interviews scheduled January 25: Informational interviews completed and take-home exercise shared with selected candidates Week of January 29th: Interview loops scheduled with the team February 5-7: Offer made February 21 (or sooner, if possible! ): Approximate start date for the role
Administrative/Clerical jobs encompass a range of positions that provide support to an organization's operations, typically in an office setting. Key characteristics of these roles include handling correspondence, managing files, scheduling appointments, and maintaining databases. Employees in these jobs often serve as the backbone of a company, ensuring smooth internal communication and effective organization of records. Attention to detail, strong organizational skills, and proficiency with office software are quintessential for success in administrative and clerical positions.
Administrative or clerical jobs involve a range of office-related tasks that support the day-to-day operations of a business. Employees in administrative roles are often responsible for managing records, answering phones, scheduling appointments, preparing documents, and performing data entry. These positions typically require strong organizational skills, attention to detail, proficiency with office software, and the ability to communicate effectively. Clerical workers are key in ensuring that an office runs smoothly and efficiently, acting as the backbone to the administrative structure of an organization.
Administrative/Clerical jobs encompass a range of office and administrative support duties. These roles are crucial for ensuring the smooth operation of businesses and organizations. They typically involve tasks such as data entry, file management, answering phones, scheduling appointments, and supporting other staff. Characteristics of these jobs include attention to detail, strong organizational skills, proficiency in office software, and excellent communication abilities. While they vary by industry, administrative/clerical positions form the backbone of efficient office environments, enabling other professionals to focus on their specific roles.
Administrative or clerical jobs involve a range of office-related tasks that support the day-to-day operations of a business. Employees in administrative roles are often responsible for managing records, answering phones, scheduling appointments, preparing documents, and performing data entry. These positions typically require strong organizational skills, attention to detail, proficiency with office software, and the ability to communicate effectively. Clerical workers are key in ensuring that an office runs smoothly and efficiently, acting as the backbone to the administrative structure of an organization.
