Executive Assistant
Job Details
Experienced
Colorado Springs, CO - Colorado Springs, CO
Full Time
High School
Domestic 11-25%
Day
Description

Position Summary

Performs administrative duties for the Regional Director. Responsibilities may include screening calls; managing calendars; coordinating travel, meetings and events for the Regional Director; event coordination and logistical oversight for regional convenings; preparing reports and financial data; training and supervising other support staff; and customer service/relations. Requires strong technology and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of ACSI internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.

This position is currently located at our Colorado Springs office and will support the Northwest Region.

Essential Duties/Responsibilities 

Office Duties

  • Answers phones, emails, responds to and distributes messages and faxes, etc.
  • Corresponds with member and non-member schools via phone, email, or fax
  • Manages database and CRM including addressing any bounce back emails
  • Drafts reports, maintains up-to-date record keeping systems
  • Composes letters and memos as directed or necessary
  • Maintains up-to-date master regional calendars for the Regional Director and other staff 

Regional Director Support

  • Coordinates, maintains and oversees the Regional Director travel schedule, meetings, visits, and appointments
  • Manages all follow-up communication from the Regional Director to schools visited, engaged, or scheduled for continued contact
  • Regularly connects with the Regional Director to update all progress on projects, communications, meetings, and school requests
  • Interfaces between the Regional Director and HQ departments to communicate school-based information, needs, or concerns
  • Assists the Regional Director with travel planning, meeting coordination and set-up, regional convening opportunities and key school staff coordinators
  • Coordinates communication and information flow between HQ departments, field staff, support staff and the Regional Director 

Projects

  • Coordinates with ACSI marketing to maintain regional consistency in communications
  • Proofreads documents produced in the regional office
  • Completes reports for regional, headquarters, regulatory agencies, fire marshal, and assessor 

Customer Relations/Service

  • Answers and troubleshoots school inquiries
  • Cultivates relationships with ACSI through contact with potential and lapsed members, explains the rationale for membership, and serves existing members in a higher effective manner
  • Directs schools, when appropriate, to the requested information via Member Care or by direct response
  • Stays current on policies and procedures that directly affect member schools in order to provide accurate and detailed information and support
  • Assists in the maintenance and update of the ACSI regional web page and Professional Development App
  • Maintains, monitors, and updates the region’s data in the ACSI member database

Accreditation/School Improvement

  • Interfaces, when appropriate, with the Regional Director, the Accreditation Manager, and the Academic Services Department to respond to school inquiries, forward requests, support and assist with accreditation reporting and data
  • Assists with the management of school improvement metrics and ACSI database updates
  • In smaller regions, supports the Accreditation Director and the Regional Commission with commission documents, correspondence, and school tracking needs

Accounting

  • Assists the Regional Director with budget and finance reports
  • When necessary, processes and delivers bank deposits to the bank, and provides deposit records to HQ Finance
  • Assists the HQ Finance office with financial documentation as needed
  • Distributes honorariums, invoices, and receipts
  • Follows up with accounts payable and makes contact regarding accounts receivable, when needed
  • Reviews final bills for conferences and events for correct payment

Convening Coordination

  • Coordinates and collaborates on workshops, events, and meetings
  • Registers and communicates with all delegates attending convening events in the region
  • Assists with implementation of specific ACSI support events, student activities, when appropriate
  • Assists the Regional Director with planning, scheduling, and implementation of convening events (district meetings, trainings, roundtables, etc.)
  • Registers and communicates with all delegates for PD Forums, conferences, and workshops, including any registration packets that need to be made
  • Monitors communications, confirmations and details to event or forum seminar leaders

Miscellaneous

  • Assists with additional responsibilities as delegated, necessary or able
  • All other duties as assigned

 

Qualifications

Spiritually the ideal candidate shall possess characteristics that reflect

  • a demonstrated acceptance without reservation of the ACSI Statement of Faith
  • a strong, clear Christian testimony, acknowledging Christ as Savior and seeking to live as His disciple
  • a desire for spiritual growth as evidenced by his/her prayer life, Bible study, and spiritual outreach to others
  • a mature, godly spirit
  • a Christian role model (Luke 6:40) in attitude, speech, and actions toward others. (This includes being committed to God’s biblical standards for sexual conduct.)
  • a person of faith and prayer
  • a broad acceptance of and by the evangelical Christian community
  • a strong knowledge and understanding of Scripture
  • a servant leader
  • an active participation in a local Bible-believing church

Required Experience and Education

  • Five or more years of administrative experience in an office, school, or professional environment
  • Strong communication skills, especially written, with good command of grammar and editing
  • Computer literacy, with knowledge of word processing, financial reporting software, database/spreadsheet software, publishing software, and website management
  • Ability to use additional software applications related to conference scheduling and oversight of the department’s portion of the website
  • Strong technology and internet research skills
  • Excellent interpersonal skills and the ability to work well with all levels of ACSI internal management and staff, outside clients, and vendors
  • Strong organizational skills, including filing, maintaining financial records, and project management
  • Detail oriented with the ability to handle multiple tasks simultaneously
  • Disciplined time management skills, flexibility
  • Project coordination experience
  • Integrity in dealing with confidential information

Physical Demands and Work Environment

  • Ability and willingness to travel up to 10 to 15% by plane or automobile
  • Driver’s license required to be kept current and in effect as a condition of employment
  • Ability to walk, sit, stand, use hands and fingers, talk and hear
  • Ability to lift and move boxes, files and deliveries up to 30 pounds
  • Ability to use computers to process information
  • The employee frequently is required to reach with hands and arms 
  • Specific vision abilities required by this job include the ability to read at close range and distinguish colors and contrasts
  • Tolerate minimal noise levels in the work environment

 

Apply