Job Description

Description

ABOUT ASPIRE

Aspire Public Schools operates a network of high-performing, college preparatory charter schools serving scholars in communities across California. Founded in 1998—in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through—Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation.

Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post-secondary lives. Every day, our community of students, families, teachers and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well-Being), Culture of Belonging, Community Partnership, Agency & Self-Determination, and Joy.

Visit Aspire Public Schools at www.aspirepublicschools.org.

GENERAL SUMMARY:

The Bay Area Office Manager and Executive Assistant (OMEA) plays a vital dual role in ensuring the smooth and efficient functioning of the Aspire Oakland Office and supporting the Aspire Bay Area Regional Executive Director (ED) in high-level administrative and scheduling responsibilities. This position ensures organizational efficiency, clear communication, and operational excellence while also creating a welcoming and organized environment for all team members and visitors.

The OMEA oversees office operations, which includes Aspire’s Home Office, and serves as a central hub for administrative support functions that benefit the organization more broadly—such as routing general emails, handling incoming mail and calls, and maintaining a cohesive, welcoming, service-oriented office environment.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Executive Support

• Manage the ED’s and Superintendents’ complex calendars, including internal/external meetings, protected work time, travel, and events.

• Coordinate meeting logistics: agendas, prep materials, note-taking, and follow-up.

• Support email and communication prioritization to ensure timely responses.

• Process reimbursements and expense reports for the ED and other key staff.

• Track and submit invoices, ensuring timely processing.

Office Management & Operations

• Act as first point of contact for Aspire’s Oakland Office, which houses both Aspire’s Home Office and the Bay Area Regional Office; greet and direct all visitors.

• Manage reception area, conference rooms, kitchen, and common areas to ensure cleanliness, organization, and professionalism.

• Handle incoming calls, voicemails, and general info email; direct inquiries appropriately.

• Own office supply inventory, replenishment, and distribution for team needs.

• Oversee office equipment, copy room systems, and technology coordination with the IT team.

• Support Bay Area Regional teammates. Home Office teammates, and visitors with printing, scanning, faxing, shipping, office access, copy room supplies, and PPE supplies inquiries and needs.

• Receive and distribute mail and packages; coordinate courier services as needed.

• Maintain key and badge access for regional teammates and Home Office teammates.

• Manage vendor relationships for maintenance, cleaning, and office safety.

• Own and maintain the Emergency Safety Plan and office compliance standards.

• Maintain and update Oakland Office documentation and internal communication platforms (e.g., MyAspire).

Special Projects & Internal Coordination

• Coordinate logistics and preparation for regional meetings and team engagement events.

• Provide administrative support for regional initiatives and cross-functional projects.

• Support with school-based operational requests as needed.

• Support Regional event planning and execution

• Lead Regional Community of Practice Coordination at the Regional Office

• Perform other duties as assigned to support regional priorities.

• Act on community complaints through fielding calls and following the community complaint process. Support and collaborate with regional teams on community compliant intake process

• Maintain office keys (IT server room, cubicles, offices, IT storage, etc). Support HO teammates with key access to the IT warehouse. 

• Partner with I.T. team to ensure all offices, cubicles and conference rooms are adequately set-up with the necessary technology and equipment and for troubleshooting

• Other duties as assigned

QUALIFICATIONS:

1) Required knowledge, skills & abilities:

• Project management skills

• Research and problem-solving skills - continuous improvement mindset

• Proactive and efficiently performs with minimal supervision - proactive and initiative-driven, self-starter, and autonomy to manage the work

• Able to effectively handle multiple projects simultaneously  

• Interpersonal skills - strong written and verbal communication, able to navigate and interact with all levels in the organization

• Proficiency in Google Suite & Microsoft Suite

• Customer service orientated

• Information management skills

• Strong organizational skills

• Attention to detail

• Reliability

2) Minimum educational level:

• Associates Degree, Bachelors preferred or relevant experience 

• Knowledge of administrative and clerical procedures

• Knowledge of customer service principles and practices

• Keyboard skills

3) Experience required:

• 2 years in fast-paced, ever changing administrative support position

• Speak and write Spanish preferred

4) Physical Demands:

The physical demands described here are representative of those that must be reasonably met by an Office Assistant to successfully perform the essential functions of this job.

Occasionally lift and/or move a minimum of 30 pounds. While performing the duties of this job, the employee is frequently required to sit, stand, move, feel, reach with hands and arms, talk, and hear.

1. Work authorization requirements: 

• Clear the Department of Justice background screening

• Authorized to work in the United States

• Provide health (TB) clearance (must be renewed every four years)

WORK ENVIRONMENT

The work environment characteristics are representative of those in a normal office, classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Compensation: Aspire Public Schools is dedicated to our teammates' well-being!  In addition to a competitive base salary that is benchmarked against local districts and charter schools, we offer employees exceptional benefits, including paid time off, 100% core health benefits coverage on select plans, life insurance/long-term disability, participation in a CA state retirement plan, tuition reimbursement plan, and adoption assistance program.

Our salary schedule based on years of experience for this position type is $83,561- $107,268. 

Aspire Public Schools is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. Aspire promotes affirmative action for minorities, women, disabled persons, and veterans.

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