Position Summary
The Executive Coordinator provides high-level administrative and operational support to the Chief Executive Officer (CEO). This role is not a traditional administrative position, it is a high-trust, high-impact role at the center of our network's leadership operations. The Executive Coordinator ensures the Chief's Office operates effectively by managing priorities, streamlining communication, and supporting board engagement. This role directly contributes to the academic and organizational success of the students and families we serve by keeping our Chiefs focused on what matters most. The Executive Coordinator serves as a trusted partner, maintaining confidentiality, anticipating needs, and ensuring alignment across leadership, the Home Office, and the PSAD Board.
Key Responsibilities
Executive Support (CEO and, in some instances, the CAO and COO)
Manage complex, competing calendars for all three Chiefs, including scheduling internal and external meetings, school visits, and network events
Own end-to-end meeting logistics, including agendas, materials, room setup, and post-meeting follow-up and action tracking
Prioritize and triage incoming communications (email, calls, requests) on behalf of the Chiefs, ensuring nothing falls through the cracks
Draft, edit, and proofread correspondence, presentations, and internal communications with a high degree of accuracy
Support preparation for key meetings, presentations, board sessions, and network engagements
Proactively track open action items across the Chiefs' portfolios and surface deadlines and decisions requiring attention
Board Liaison Support (PSAD Board)
Serve as the primary point of coordination between the Chiefs' Office and the PSAD Board of Directors
Manage all board meeting logistics, including scheduling, location coordination, technology setup, and materials distribution
Compile, format, and distribute board packets in alignment with established timelines, ensuring all materials are accurate and board-ready
Support development and organization of board reports, dashboards, and presentations
Maintain board calendars, contact lists, and governance documentation
Ensure timely submission of materials and compliance with authorizer expectations (e.g., GVSU deadlines)
Coordinate communication between board members and executive leadership as needed, maintaining appropriate confidentiality
Communication & Coordination
Facilitate communication across Home Office teams, school leaders, and external partners
Ensure alignment and follow-up on key initiatives led by the Chiefs
Support internal announcements and leadership communications
Identify and flag coordination gaps proactively before they become problems
Maintain a high level of professionalism and discretion in all interactions
What Success Looks Like
First 30 Days
You have mapped the Chiefs' recurring meetings, key deadlines, and authorizer timelines into a master coordination calendar
You have introduced yourself to key Home Office and school-based stakeholders and begun building trust across teams
You have a clear understanding of the PSAD Board structure, meeting cycle, and documentation requirements
By 90 Days
Chiefs regularly note that their days run more smoothly and their time is protected
Board packets are produced and distributed on time with no last-minute scrambles
You are proactively surfacing action items, preparing materials ahead of ask, and operating with increasing autonomy
You have earned the trust required to handle sensitive information with full discretion
Work Environment & Expectations
Full-time, in-person role based at the University Prep Home Office in Detroit, MI
Standard hours are Monday-Friday; some evening availability may be required for board meetings or special events
Occasional travel between school campuses (UPA, UPAD, UPSM) may be required
Required
Bachelor's degree in business administration or related field (or equivalent experience)
3-5 years of experience supporting senior executives (CEO/C-suite preferred)
Exceptional organizational skills with the ability to manage competing priorities and high volumes of work without losing detail
Excellent written and verbal communication skills
High level of discretion and ability to handle confidential information
Proficiency in Google Workspace (Gmail, Docs, Sheets, Slides, Calendar)
Preferred
Experience supporting a board of directors or similar governance structure
Experience in a school district, nonprofit, or public sector environment
Familiarity with board reporting cycles and executive-level operations
Experience with project management tools