Executive Assistant

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 both the Chief of Community & External Partners and Chief of Content & Editorial. This dual-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 between these executives and 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. Requirements Key Responsibilities Manage complex calendars for both executives, including scheduling meetings, coordinating travel arrangements, and ensuring efficient time management. Provide comprehensive administrative support, including expense reporting, contract management, correspondence management, and meeting logistics (meeting templates, meeting material prep, etc). Coordinate and prepare decks and presentations materials for key meetings, board presentations, and external engagements. Anticipate the needs of the executives, 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. Screen and prioritize incoming communications, responding to routine inquiries independently and routing others appropriately. 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  Ability to track content deadlines, submissions, and production timelines. 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 Workspace, Outlook, Slack, Asana, Salesforce, Expensify).  Mission-oriented commitment to understanding and articulating the mission, programs, and activities of XQ. Familiarity with editorial workflows, publishing schedules, and content review cycles is a plus.  Flexibility and willingness to perform other tasks as assigned and to learn, grow, and stretch.  Bachelor’s degree. XQ Mindsets We ground our work in a shared set of mindsets that guide how we show up together and in the world: 100% accountability – Take responsibility for collective success and impact. Maker mindset – We build stuff. Build, test, learn, and iterate quickly. We are the ones we’ve been waiting for – Take initiative to create solutions. Opportunity knocks – Embrace pivots and challenges with agility and joy. Stand on the shoulders of giants – Honor and build upon the work of those before us with respect and reverence. Benefits Compensation The salary for this role is highly competitive and commensurate with experience. XQ offers excellent organizational benefits.  Salary range: $130k - $150k  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 5 days a week.