Job Details

Level: Experienced

Job Location: Novato Office - NOVATO, CA

Position Type: Full Time

Salary Range: $96,000.00 - $105,000.00 Salary

Travel Percentage: Negligible

Job Category: Admin - Clerical

Organization Summary

Buck Institute for Education, a 501(c)(3) nonprofit organization (dba PBLWorks) headquartered in Novato, California, is the industry leader in providing professional development, products, and resources related to Project Based Learning (PBL). PBLWorks creates, collects, and shares high-quality PBL tools and resources with K-12 teachers and leaders across the country. At PBLWorks, our vision is for all students — no matter where they live or what their background — to have access to quality PBL instruction to deepen their learning and achieve success in college, career, and life. PBLWorks is deeply committed to racial equity for all students. Please visit our website for more information on our Racial Equity Imperative.

Position Summary

PBLWorks is poised for its next phase of growth, innovation, and impact. Our Strategic Plan 2024–2028 expands our focus from professional learning to support teachers in designing PBL units to the development of new products and redesigned services that enable all teachers to implement PBL by creating curriculum units that teachers can adapt and the creation of a digital platform that teachers can access from anywhere at any time. This role, along with the rest of the team, will allow us to fulfill our mission to build the capacity of teachers and school systems to design and facilitate high-quality Project Based Learning

The Executive Assistant (EA) provides broad administrative and executive support to the CEO, COO, and Chief of Staff in a variety of critical areas including office management, events management, and communications. This position is ideal for a collaborative, driven, and detail-oriented professional looking to provide excellent service to a high-impact organization during a period of growth.

Key Responsibilities

The Executive Assistant will:

Maximize the CEO and COO’s time and effectiveness by expertly managing their calendars, prioritizing appointments, arranging meetings and travel.
Working with the COO and Chief of Staff, support leadership and Board meetings and retreats by owning the logistics and operations of these gatherings, creating and distributing materials, taking meeting minutes, and capturing action items.
Work with the executive leadership team to support ongoing organizational priorities on an ad-hoc basis, i.e., events management, retreats/summits, and/or leading special projects as needed.
Oversee and own office management duties to ensure that the office is orderly and operating smoothly, including managing inventory of marketing collateral, publications, and supplies.
Lead office layout planning and upcoming office move in 2025.
Receive, sort, distribute, and process incoming mail, update check logs; also ensure all collateral is labeled and delivered for external meetings and presentations.
Perform general administrative duties, such as credit card reconciliation, expense reimbursements, and other related items.
Other duties as assigned.

Requirements, Skills, and Abilities

The successful candidate will bring this experience to the role:

A 4-year college degree or equivalent years of experience.
A minimum of 5 years of hands-on experience in a senior leadership supporting role, including all aspects of internal communications, project management, events management, office management, and calendar management.
Ideally has a notary license or is willing to become licensed.
Experience supporting smooth office operations and the desire to create productive, welcoming spaces for our staff.

The successful candidate will possess these skills and abilities:

Excellent written and verbal communication skills.
Excellent interpersonal and customer service skills.
Demonstrated ability to maintain confidentiality of sensitive information with integrity and discretion.
Exceptional organization and project management skills with strong attention to detail.
Proficient using computers and software such as Google suite, Microsoft Office suite, Zoom, Slack, and other collaboration tools.
Demonstrated ability to incorporate feedback and a strong desire to develop new skills.
Strong sense of personal responsibility and high level of flexibility.
Ability to perform and prioritize multiple responsibilities simultaneously.
Strong ability to manage up and operate with considerable independence to effectively establish priorities and work effectively under time constraints.
Strong problem-solving skills with the ability to make quick, sound decisions.

The successful candidate will reflect these attributes:

Strong work ethic, a passion for PBLWorks' mission, and a commitment to working collaboratively with a management team of senior professionals.
Passionate about addressing racial equity in the workplace and in education.
Integrity with a positive, solutions-oriented attitude.
Act as a culture carrier by operating in a way that aligns with the organization's mission, vision, and values.
Operate in a transparent way and be a team player who can work effectively with peers within a fast-paced, collegial work environment.
The ability to build trust quickly within a hybrid work environment.

Reporting & Relationships

The Executive Assistant reports to the COO, and works closely with the CEO as well as other members of the ELT.

Physical Requirements:

Prolonged periods of sitting or standing at a desk and working on a computer.
Must be able to lift 15 pounds at times.

Location

This position is located in the main office in Novato, California (located within the San Francisco Bay Area). We expect this hybrid role to be present in the office about 2-3 times per week.

Compensation

This is a full-time, exempt position with full health benefits (including medical, dental, and vision), life and disability insurance, and retirement benefits. PBLWorks offers a competitive salary commensurate with experience, a generous benefits package including 403(b) contribution of 6-12%, and professional development opportunities.

The salary range for this position is $96,000 - $105,000 depending on experience.

Other Requirements

As a company, we celebrate and embrace diversity. We actively seek a diverse pool of candidates in every hiring process. PBLWorks is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act).

PBLWorks participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. We will only use E-Verify once a newly hired employee has accepted a job offer and completed the Form I-9.

Job Details

Qualifications

PBLWorks jobs

Executive Assistant