Executive Assistant - Office of Multilingual-Multicultural Education

Chicago Public Schools (CPS) is a district on the rise, serving over 325,000 students in 500 schools and employing over 45,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. Aligned with our transformed philosophy, we are steadfastly focused on ensuring that the District provides resources equitably to support every student, every school, and every community. Six core values guide the work we do every day for our students – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning. Each role in the district supports our vision that every student deserves a rigorous, joyful, and equitable learning experience.

The Office of Multilingual-Multicultural Education (OMME) exists to guide CPS in providing a high-quality education for all language learners that is attentive to a culturally and linguistically diverse community of students, families, and educators. OMME aims to achieve its mission through strategic planning, collaborative partnerships, professional development, and the production of tools and resources to improve instruction.

Job Summary: 

Reporting to the Chief Officer, the Executive Assistant will be responsible for the day-to-day operation of the Office of Multilingual-Multicultural Education. The Executive Assistant will provide accurate maintenance of schedules and correspondence for the Chief Officer and other administrative team members to facilitate the efficient operation of the office. The EA will also serve as liaison with governmental agencies, other CPS offices, department heads, outside agencies, community representatives, schools, and parents. This is a full-time, non-exempt position that will be paid for time worked on an hourly basis.

The Executive Assistant will be held accountable for the following responsibilities:

• Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner (i.e., 1 business day) 

• Coordinate logistics and assist with the facilitation of district events and programs sponsored by the Office of Multilingual-Multicultural Education.

• Coordinate, review, and prepare all office procurement needs via Oracle and other applicable systems

  • Prepare and manage payroll, reimbursements, and purchase orders for the Office staff 

  • Assist with the monitoring and tracking of budget expenditures, maximizing resources and preventing overtures 

• Develop and maintain electronic records systems for correspondence and office records

• Support the coordination of the Office’s relationships and communication with networks, schools, other departments, and external partners and agencies

  • Manage scheduling with internal and external stakeholders

• Support all aspects of compliance and regulations with funders and district-wide expectations

• Perform additional ad hoc duties as assigned 

In order to be successful and achieve the above responsibilities, the Executive Assistant must possess the following qualifications: 

Education Required: 

• High school diploma or GED equivalent required

• Bachelor’s degree from an accredited college or university preferred

Experience Required: 

• Minimum of three (3) years of professional experience in administrative and/or customer service is required

Knowledge, Skills, and Abilities: 

• Spanish bilingual preferred 

• Ability to manage and prioritize multiple projects and work effectively with minimal supervision while adhering to strict deadlines in a fast-paced complex environment

• Exceptional interpersonal/customer service, verbal and written communication skills

• Ability to communicate effectively and work with stakeholders at all levels of the organization

• Superior organizational, problem-solving and critical-thinking skills 

• Ability to use a range of technology and tools, including but not limited to ASPEN, Microsoft Office, Oracle, and Google

• Ability to work independently as well as to function effectively in a collaborative team environment

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions; however, all CPS employees must be residents of Illinois.