Executive Assistant | Strategy & Policy

XQ Institute is the nation's leading organization dedicated to rethinking the high school experience so that every student graduates ready to succeed in life. We work in communities nationwide, with individual schools and entire school systems, to help them dream big about what high school could be, turn their innovative ideas into action, and create more rigorous and equitable schools.

The Opportunity

XQ Institute seeks a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Strategy Officer and Head of Policy. This executive support role requires exceptional time management, communication skills, and the ability to prioritize effectively in a fast-paced environment. The ideal candidate will serve as a critical liaison for the Strategy & Policy department and the rest of XQ’s internal teams, external partners, and key stakeholders, as well as operating as a part of an executive assistant administrative team that supports the needs of the entire organization.

Key Responsibilities

• Manage complex calendars, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management
• Provide comprehensive administrative support, including expense reporting, document preparation, contract management, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc).
• Skilled at synthesizing information and preparing the CSO for high-level meetings, presentations, board materials and external engagements.
• Anticipate the needs of the CSO, proactively identifying opportunities to improve efficiency and effectiveness.
• Collaborate and partner with other executive assistants in the organization through weekly meetings, planning sessions, to provide seamless, nimble and comprehensive administrative coverage throughout the organization.
• Act as a liaison with other departments, ensuring smooth information flow and follow-through on cross-departmental initiatives.
• Coordinate department events, offsites, and activities to foster team cohesion and alignment.
• Assist with project and event management tracking for high-priority initiatives.
• High emotional intelligence and professionalism in engaging with senior leaders, government officials, and partner organizations.
• Support special projects and initiatives as needed, showing flexibility and adaptability.

Qualifications

• 5-10 years of experience in an executive support position.
• Excellent written and oral communication skills.
• Superior project management skills, a keen eye, and attention to detail.
• Experience managing complex calendars for proactive efficient time management.
• Experience managing travel and coordinating the details for
• Meticulously organized and detailed, with a keen eye and careful attention to detail with follow-through of short-term and long-term tasks.
• Exceptional interpersonal skills; ability to develop relationships with a wide range of individuals and proven ability to collaborate with a diverse, multi-functional team.
• “Self-starter” willingness to take the initiative and works well both independently and collaboratively.
• Obsession with resolving inefficiencies and a proactive sense of urgency in creating solutions.
• Ability to communicate effectively and in a timely manner, both verbally and in writing, with colleagues, vendors, consultants, partners, and XQ audiences.
• Experience navigating various project management and organizational software platforms (Google suite, Outlook, Slack, Asana, Salesforce, Expensify).
• Flexibility and willingness to perform other tasks as assigned and to learn, grow, and stretch.
• Mission-oriented commitment to understanding and articulating the mission, programs, and activities of XQ.
• Familiarity with legislative processes, public policy development, or education reform is a plus.
• Bachelor’s degree. A degree in public policy, political science, communications, or related field (or equivalent experience) is a plus.

Compensation

XQ offers a competitive salary commensurate with experience, along with a comprehensive benefits package designed to support employee health, well-being, and financial security. This includes robust health benefits and a 6% employer 401(k) match.

Salary range: $130k - $165k

Location

XQ is based in Oakland, CA with offices in Washington DC and New York City. This role will be based in Oakland, working out of our Oakland office.