WHAT IS AVID?

We’re a nationally recognized nonprofit that partners with 8,000 schools across the country to shift to a more equitable, student-centered approach, closing the opportunity gap so that ALL students are prepared for college, career, and life. And the results? Well, they speak for themselves.

AVID provides 2.5 million students annually with the tools they need to think critically, collaborate, and set high expectations to confidently conquer the challenges that await them. We accomplish this work by training over 85,000 educators every year through in-person and virtual professional learning opportunities.

WHAT IS THE JOB?

The Executive Assistant performs a wide variety of complex, highly sensitive, and confidential administrative support functions for AVID Center and members of our Senior Leadership Team (SLT). This role serves as an extension of the executive body and maintains close connection with leaders in business units across the organization. The Executive Assistant facilitates and coordinates business activities for the executive team in collaboration with other Executive Assistants.

WHY WORK WITH US?

Competitive Salary: We've done our research and pay generously to attract the best to join our team. That's why we offer all employees the midpoint right from the start. There are no negotiations and no hassle, and you can be confident that you are being valued and offered an equitable salary. See below for our offer rates based on your geography.

• Taking Care of You Allowance: All AVID employees (that’s right, ALL employees) receive an extra $10,000 annually to support them in the most meaningful ways: housing costs, transportation, family expenses— whatever your needs may be.
  
• Happiness Stipend: This is a cash benefit to supplement pay for employees earning less than $72,800 annually in base pay.*
  
• Retirement Planning: AVID Center provides a 10% salary contribution to a 403(b) retirement plan, beginning after 90 days of full-time employment.
  
• Flexibility in Work Location: This position may work 100% remote in any of the four times zones in the continental U.S., with an option for hybrid work at our San Diego campus.
  
• Generous Paid Time Off (PTO): This position is eligible for 17 days of PTO per year, with 12 paid holidays plus a winter break in between Christmas and New Year’s Day.
  
• Continued education opportunities: All full-time employees with at least 1 year of continuous AVID Center service are eligible for $5,250 per calendar year in tuition reimbursement for qualifying coursework or certification.
  
Company-Provided Equipment: Our home office set-up includes a laptop, dock, and extra monitor, with other amenities available on request. Health and Welfare Plans to Support Every Aspect of Your Well-Being: AVID Center offers several benefits plans through our provider, Cigna, and greatly subsidizes the cost of these plans
• Connect in Person: A yearly All-Staff gathering will allow you to connect in person with the entire AVID team.
  
  
  • The Happiness Stipend is applied after all eligible benefits are factored into the annual compensation calculation.

Pay rates for this position:

We bring in all employees at the midpoint of the salary range for your role. Knowing that not all cities share the same cost of labor, we make offers using a tiered approach based on your geographical location. While the majority reside in Zone 1 or Zone 2 areas, we acknowledge variations, even within counties, ensuring fair compensation for all based on their specific location's cost of labor.

For the Executive Assistant position, here is what we will offer:

Zone 1 (areas characterized by lower labor costs [e.g., Charleston, WV, Cleveland, OH, Phoenix, AZ, Omaha, NE, etc.]): $34.53 / hour

Zone 2 (areas with moderate labor costs [e.g., Syracuse, NY, Ann Arbor, MI, Denver, CO, San Diego, CA, etc.]): $37.13 / hour

Zone 3 (areas known for high labor costs [e.g., Washington, D.C., Trenton, NJ, Los Angeles, CA, Seattle, WA, etc.]): $39.72 / hour

Zone 4 (areas with the highest labor costs [e.g., Bridgeport, CT, New York City, NY, San Francisco, CA, San Jose, CA, etc.]): $44.04 / hour

WHAT WILL YOU DO IN THIS ROLE?

• Organize and maintain the calendar for the assigned executive to represent AVID at events; establish appointment priorities or reschedule or refuse appointments or invitations for in-person/virtual conferences and internal and external meetings.
• Arrange and confirm travel activities for assigned executives and members of the Board of Directors; prepare and submit travel forms and other related documents; compile and prepare reimbursement requests.
• Summarize the content of incoming materials; determine priority and route correspondence, emails, reports, and other documents; call attention to important parts or conflicts.
• Take dictation and maintain minutes of meetings and distribute applicable information to designated staff.
• Plan and arrange meetings and other events including but not limited to venue sourcing, budget estimates, food and beverage selection, attendee registration, and shipment of materials.
• Note commitments made by executives during meetings and follows up to ensure closure.
• Interpret requests, help implement action, and decide whether executives should be notified of important, or emergency matters as needed.
• Provide information and handle issues that are often sensitive and requires use of sound independent judgment, based on understanding of company policy and executive’s views and philosophy.
• Analyze unit operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.
• Prepare reports including conclusions and recommendations for solution of operational and administrative challenges.
• Prepare or draft reports, correspondence, presentations, board agendas, and other documents and reports often of highly sensitive and confidential nature.
• Coordinate collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data.
• Conduct research and assemble information from a variety of sources for preparation of reports and presentations.

WHO ARE YOU?

• You are a culture ambassador who leads by practicing the core values of service, authenticity, excellence, ownership, and potential in your everyday work.
• You are solutions-oriented and can rely on your critical thinking, analytical, and problem-solving skills to support executive leaders with a high degree of independence.
• You are technology-curious, adept with standard systems and software, and enjoy the process of learning new platforms, tools, and technology to enhance your work.
• You pay attention to the small details and pride yourself on the accuracy of your work and can synthesize high-level information into action steps.
• You are organized and are good at keep plans moving forward without letting items slip through the cracks.
• You are a communicator and understand how to convey information and ideas via strong verbal and written communication.
• You have at least 5 years of office administrative or relevant experience with at least 3 years of executive administrative experience.
• You are comfortable with moderate travel throughout the year, particularly over the summer months as you will support several of AVID's Summer Institutes.

NICE TO HAVES?

• Experience with Salesforce and Smartsheet

• Allowable Substitutions: Any combination of experience, training, or credential certification endorsement that provides the incumbent/applicant with the knowledge, skills, and ability required to perform the work, as determined by AVID Center. Qualifying work experience, as identified by the Senior Director, Human Resources, may substitute for the education requirement.

AVID Center is committed to complying with federal, state, and local laws on employee vaccinations, and candidates and employees should be aware that the full vaccination against COVID-19 may be required in the future. Due to some district requirements, AVID Center may not assign employees to an in-person event in schools or districts unless they are fully up to date with all recommended COVID-19 vaccinations. AVID Center is an equal opportunity employer and will provide reasonable accommodation to those unable to be vaccinated where it is not an undue hardship to the company to do so as provided under federal, state, and local law.

AVID Center prides itself on the diversity of our workplace and continuously seeks to recruit individuals who will enhance this diversity and, ultimately, the effectiveness of our organization. To demonstrate this commitment, we encourage all who are truly excited about this role to apply, even if they don’t meet every requirement. We believe that people who are passionate about what they do can succeed in this role or in other roles within our organization.