Executive Assistant to the CEO and CAO and Office Operations Manager

The Executive Assistant to the CEO and Chief Administrative Officer (CAO) and Office Operations Manager will work directly with the CEO, CAO, and other senior-level executives and will be responsible for performing a number of administrative and facilities supervisory duties as described below. This candidate needs to be highly self-motivated, professional, service-minded and capable of managing their workload and prioritizing tasks in a fast-paced environment.

This is a hybrid position based in either Indianapolis or Washington D.C. and requires 2-4 days per week in the office based off the CEO's travel schedule.

Context:

Strada Education Foundation supports programs, policies, and organizations that strengthen connections between education and employment in the U.S., with a special focus on helping those who have faced the greatest challenges securing economic opportunity through postsecondary education. Our strategic plan focuses on five strategic pillars: clear outcomes, quality coaching, affordability, work-based learning, and employer alignment. 

We work with partners in education and training, nonprofit organizations, industry, startups, and public policy. We leverage strategic philanthropy, investments, research, communications, advocacy, and collaborating organizations as tools to help advance equitable pathways to opportunity. Strada aspires to be a nonprofit partner of choice working with education and training providers and leaders, policymakers, and peer organizations. Strada offers a dynamic, collaborative, and inspiring professional environment that provides learning and professional development opportunities, both within the organization and with external partners. 

Key Responsibilities:

1. Manage the CEO’s extremely active schedule, as well as provide similar support for the CAO, prioritizing inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Serve as the primary point of contact on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style. 
• Coordinate all aspects of CEO’s travel. Be available to resolve travel issues as they occur at times without notice.
• Keep CEO well informed of upcoming commitments and responsibilities.
• Anticipate needs and assist in preparing the CEO for speaking engagements, events, conferences, etc., in a timely manner.
• Schedule multiple meetings with internal and external colleagues, both at the request of the CEO and various members of the Executive Team. Prepare technology needs, room setup, catering needs and clean up.
• Prepare expense reports and reconcile all expenses to corporate credit card statements to ensure accuracy. 
• Maintain discretion and confidentiality in all aspects of the CEO office.
• Manage CEO’s Google contacts.

2. Conduct other activities to support the CEO and CAO

• Work with vendors and Strada’s Accounts Payable department to process invoices in a timely manner.
• Ensure that timecards are completed on time.
• Assist with coordination of events.
• Provide excellent customer service in a welcoming, supportive, and respectful work environment.
• Complete other duties, tasks, and special projects as required for the overall benefit of the organization.

3. Supervise Office Managers (2) in DC and Indianapolis

• Provide supervisory guidance and oversight for the responsibilities of both Office Managers located in Indianapolis and Washington D.C.
• Manage the performance of both staff to ensure role clarity, an understanding of annual goals of the roles, and what it is required to meet those goals.
• Meet periodically with staff to assist with eliminating barriers, support progress, and to offer assistance in areas of challenge.

The Person: Qualifications and Experience

• Education: Bachelor’s degree or equivalent experience preferred
• Required: 5-7 years of administrative experience working with senior-level executive(s)

Experience Preferred

• Seven or more years of administrative experience supporting senior-level executive(s)
• Advanced knowledge of Google Workspace tools (e.g., Gmail, Contacts, Calendar)
• Proficiency with Microsoft Office software (e.g., Excel, PowerPoint)
• Experience working in a high-profile and dynamic environment, such as in a large nonprofit, government agency, or corporation
• Familiarity with higher education and/or workforce development
• Past supervisory experience required

Skills Required

• Self-directed, proactive approach
• Comfortable with ambiguity and change, exhibiting agility, flexibility, and adaptability
• Excellent communication skills
• High attention to detail
• Strong organizational skills
• Ability to work with confidential and sensitive information
• Ability to anticipate problems and opportunities in situations and relationships
• Outstanding interpersonal and relationship management skills
• Professional demeanor and a service-minded approach
• Ability to multi-task and work independently and in a fast-paced environment
• Provide excellent customer service and a welcoming, supportive, and respectful work environment
• Team player mentality
• Professional commitment to client service

Travel Requirements:

Occasional travel required. 6-8 trips per year averaging three days each as well as attending board meetings.

Committed to providing equitable pathways to opportunity through PSET, particularly for individuals who have faced significant barriers. Demonstrated alignment with Strada's guiding values, commitment to building a strong and healthy workplace culture, and working in a collaborative environment.

Adept at operationalizing strategy and effectively communicating strategic endeavors within the organization and in external contexts, both verbally and in writing. Particular skill in designing annual plans, monitoring progress, and refining plans as needed. Adaptable with tolerance for ambiguity. Able to problem-solve and navigate varied viewpoints. Capacity to refine efforts based on evidence that change is needed. Ability to lead efforts to visualize and monitor change. Capability to see and support innovative ideas and opportunities across the organization, and to embed innovation within operational plans. Capabilities in taking the perspective of others and adapting an agenda and approach – toward a shared aim - accordingly.

Ability to effectively utilize a hypothesis-driven approach to problem solving, with effective quantitative and communication skills. Ability to take on broad-reaching and sometimes ambiguous questions while working collaboratively and cross-functionally with Strada team members across the organization.

Ability to translate innovative, strategic ideas into tangible, actionable steps, as well as to effectively monitor progress and partner with others on identifying improvements during implementation to increase the likelihood of successful execution.

Commitment and professional experience advancing diversity, equity, and inclusion within and organization, including incorporating stakeholder perspectives in the design, implementation, and evaluation of strategic efforts.

Demonstrated ability to cultivate, grow, and manage positive, mutually beneficial relationships at all levels of an organization and with partners outside the organization. Strong communication, interpersonal and relationship management skills—including identifying and working through challenges—underscored by strong judgment and emotional intelligence. Proven collaborator, able to work with colleagues at all levels in the organization.

Diversity, equity, and inclusion are central to Strada’s organizational vibrancy, employee experience, and mission. Strada is Diversity, Equity, and Inclusion Workplace-certified by Diversity for Social Impact, a strategic professional and organization development company dedicated to promoting diversity and inclusion to drive social impact worldwide. We strongly encourage applicants from people of color/the global majority, immigrant, bilingual, and bicultural individuals; people with disabilities, members of the LGBTQIA2S+ and gender nonconforming communities; and people with other diverse backgrounds and lived experiences. We believe every member on the team enriches our workplace by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver critical insights and solutions.