Executive Assistant to the Executive Director

Job Description

Job Description:\n\nKhan Schools Network and Khan Lab Schools in Mountain View, CA has engaged DovetailED to lead a search for an Executive Assistant to the Executive Director to start in the 2026-27 School Year. Interested candidates should review the Opportunity Statement and submit a cover letter, resume, and list of references as a consolidated PDF to Zack Lehman, President at DovetailED Talent Sourcing, at zack@dovetailedsourcing.com. Khan Schools Network and Khan Lab Schools Executive Assistant to the Executive Director Opportunity Statement Link: https://bit.ly/ksn-kls-executive-assistant._______________________Execu… Assistant to the Executive Director of Khan Lab School & Khan Schools Network \nABOUT KHAN LAB SCHOOL AND KHAN SCHOOLS NETWORK\nKhan Lab School (KLS), founded by Sal Khan in 2014, is an innovative TK-12 independent school with two campuses, serving over 315 students in Silicon Valley, CA. Our Lower School (grades TK-5) is in Palo Alto, CA, and our Middle and Upper Schools (grades 6-12) are in Mountain View, CA.\nWe were established to test and refine the educational vision outlined in Sal Khan's 2012 book, The One World Schoolhouse, which explores the development of modern education, the origins of Khan Academy, and a forward-thinking approach to both in-person and online learning. Building on this foundation, Sal Khan's latest book, Brave New Words, further expands on his educational philosophy and vision for the future. At Khan Lab School, we're committed to implementing these innovative ideas and preparing students for success in the rapidly evolving knowledge economy.\nKhan Schools Network (KSN), established in 2023, is a separate entity whose mission is to assist organizations interested in the creation of mastery-based schools through a school design and partner program, develop and share open-source mastery-based educational resources, and actively engage in research and development endeavors with scalable goals.\nABOUT THE POSITION\nThe Executive Assistant to the Executive Director provides confident and consistent high-level administrative and project management support to the leader of both Khan Lab School and the Khan Schools Network. This is a full-time position ideal for a highly organized, detail-oriented, and innovative professional who thrives in a fast-paced, mission-driven environment.\nThis individual will regularly handle confidential matters on behalf of the Executive Director and must demonstrate professionalism, sound judgment, initiative, and integrity at all times. A high degree of collaboration, discretion, responsiveness, and care for relationships is essential, along with a forward-thinking approach to using AI and technology to streamline workflows and drive results.\nSPECIFIC JOB DUTIES & RESPONSIBILITIES\nExecutive Support\n\nServe as the primary liaison between the Executive Director's office and all school constituents, including staff, parents, students, and outside visitors — remaining flexible, proactive, resourceful, and efficient, even under pressure\nSupport the Executive Director with daily operations, short- and long-term goals, and institutional projects\nManage the Executive Director's calendar, partnering with the Executive Director to steward time thoughtfully, aligning with institutional priorities, evaluating requests, and protecting time for strategic work\nPrioritize and screen incoming correspondence and phone inquiries, troubleshooting issues proactively and composing responses when directed\nDraft, edit, proofread, and manage correspondence, official documents, reports, and presentations on behalf of the Executive Director; maintain systems to track outstanding communications and ensure timely follow-up\nCoordinate travel arrangements, guest visits, and hospitality for interviews and meetings hosted by the Executive Director's office\nSupport the Executive Director's approval processes for professional development requests and expenditures over $10,000\nCoordinate and support legal meetings on behalf of the Executive Director\nManage the Executive Director's office budget, expense reconciliation, and reporting\nManage all contracts connected with the Executive Director's office (e.g., consultants, searches, and vendor agreements)\nOrder flowers and gifts for trustees, constituents, and employees as needed\nMonitor and direct special projects as assigned by the Executive Director\n\nBoard of Trustees Support\n\nServe as the liaison to the KLS and KSN Board of Directors, supporting the Board Chair, President, and Executive Director\nPrepare and communicate schedules for Board and subcommittee meetings; develop and manage Trustee committee calendars; coordinate all meeting logistics\nOrganize, assemble, and distribute board packets; disseminate agendas and materials internally and via the school portal\nRecord, prepare, and distribute accurate minutes\nMaintain and organize all board records and documentation, including meeting minutes, resolutions, governance documents, board rosters, committee minutes, and compliance filings for both KLS and KSN\nUpdate the Board of Directors handbook annually and maintain the Board section of the school website\nSupport board committees and subcommittees as needed\n\nKhan Schools Network (KSN) Support\n\nProvide administrative and project management support for KSN team members, coordinating logistics for network partner meetings, site visits, and convenings\nSupport the Executive Director and other team members in supporting relationships with current and prospective network partner schools, including scheduling calls, copying materials, and tracking follow-up\nAssist with the development and distribution of KSN communications, presentations, and reports for partners, funders, and stakeholders as requested\nMaintain organized records related to KSN partnerships, agreements, program milestones, and grant reporting requirements in coordination with the relevant KLS or KSN team member\nSupport network expansion initiatives, including research on prospective partners and preparation of outreach materials\n\nProject Management (KLS & KSN)\n\nOwn and drive cross-functional projects from initiation through completion, including developing project plans, timelines, and milestones across both KLS and KSN\nTrack key deadlines, deliverables, and commitments across both organizations, proactively flagging risks and dependencies\nManage workflows for recurring organizational processes such as board preparation cycles, accreditation timelines, leadership team meetings, and network partner onboarding\nPrepare agendas, briefing materials, and follow-up action items for leadership team meetings and network partner convenings\nSupport strategic planning initiatives, including accreditation processes, fundraising campaigns, and network partner development\n\nOperations & Events\n\nMaintain organized digital filing systems, KSN employee contracts, and confidential documents with discretion\nAssist in the development and maintenance of the Master School Calendar\nProvide support for major school events, including logistics, planning, and day-of-event coverage (e.g., Back to School Night, graduation, all-employee meetings and retreats, donor gatherings, and network partner meetings) as requested\nPerform additional administrative tasks as needed, including occasional front desk coverage\nOther duties as assigned by the Executive Director\n\nKNOWLEDGE, SKILLS, ABILITIES, & EXPERIENCE REQUIRED FOR THE POSITION\nSuccessful candidates will demonstrate the following qualifications and attributes:\nRequired Qualifications\n\nBachelor's degree (BA or BS) required\n3–5 years of work experience in an executive assistant or similar administrative role, preferably in an education, nonprofit, or startup environment, with demonstrated success supporting senior leadership\nStrong project management skills. You must be able to independently scope, plan, and drive initiatives to completion, managing multiple competing priorities without compromising quality\nProven ability to exercise independent judgment, discretion, emotional intelligence, and strict confidentiality when handling sensitive matters on behalf of the Executive Director\nProficiency with AI tools (e.g., ChatGPT, Claude, Gemini, or similar) and enthusiasm for using AI to work smarter; at minimum, an emerging understanding of the role of AI in the workplace and a willingness to be trained in its use to draft communications, summarize meeting notes, conduct research, and accelerate workflows\nExceptional organizational and time management skills with meticulous attention to detail\nExcellent written and verbal communication skills, with advanced editing and proofreading abilities\nStrong interpersonal skills with the ability to build positive relationships across all school constituencies\nDemonstrated commitment to working in and fostering an inclusive community, with cultural humility and respect for diverse practices and perspectives\nExcellent problem-solving skills with the ability to take initiative, make quick decisions, and follow through\nProven experience or strong potential in team supervision and leadership\nProficiency with Google Workspace, Microsoft Office Suite, Zoom, and project management tools (e.g., Asana, Trello, Monday.com, or Notion)\nCommitment to the mission and educational philosophy of Khan Lab School and Khan Schools Network\nFlexibility and adaptability in a dynamic, evolving organization\n\nPreferred Qualifications\n\nPrior experience in an independent school or education-focused organization\nFamiliarity with Sal Khan's educational philosophy as outlined in The One World Schoolhouse and Brave New Words\nExperience supporting leaders who manage across multiple organizations or entities\nTrack record of implementing AI tools or process automations that improved team productivity\n\nPersonal Attributes\n\nYou bring a warm, welcoming demeanor with a good sense of humor, joy, and patience\nYou are high-energy, enthusiastic about working in an academic atmosphere, and have an aptitude for framing problems as opportunities\nYou are naturally curious about technology and excited by the potential of AI to transform how we work and learn\nYou bring a collaborative spirit and are comfortable in a small-team environment where everyone pitches in\nYou handle sensitive matters with compassion, emotional intelligence, and confidentiality\n\nPHYSICAL WORK REQUIREMENTS OF THE POSITION\n\nMust be able to remain in a stationary position at least 50% of the time.\nAbility to proficiently and frequently operate a computer, keyboard, and other office equipment such as cameras, printers, and projectors.\nAbility to occasionally lift, carry, push, and pull up to 25 pounds as some tasks involve moving event materials, signage, and equipment.\nCapable of moving between the Palo Alto and Mountain View campuses on a regular basis; a valid driver's license and reliable transportation are required.\nOccasionally required to work evenings or weekends for school events, open houses, and the annual fundraiser.\nAbility to properly communicate information and ideas so other people can understand, as well as the ability to ascertain and understand information communicated from others.\n\nWHAT WE OFFER\nKhan Lab School and Khan Schools Network are communities of learners and partners who have a deep commitment to their work. We get things done and believe that in our highly collaborative environment, anything is possible. All our decisions are made through the lens of what is best for teachers and students. We tackle tough questions without ego, are results-oriented, and have high expectations for ourselves and our students.\nThis is a rare opportunity to shape the voice and visibility of one of the most innovative schools and non-profits in the country, a school with a genuinely extraordinary story to tell, national media recognition, a founder with a global platform, and a community that deeply believes in what education can be.\nSchedule\nThis is a full-time position. The standard schedule is Monday through Friday, with core hours aligned to the school day. Some flexibility in structuring hours will be determined in collaboration with the Executive Director. Attendance at evening and weekend events is required as needed, including Board of Trustees meetings, Back to School Night, graduation, and other school community events. \nAPPLICATION PROCESS\nTo apply, please submit the following:\n\nCurrent resume.\nA cover letter expressing your interest in, and qualifications for, this position. Qualifications should include tools you are familiar with such as Google Suite, Zoom, Claude, and others.\nA list of 3 professional references with their name, phone number, email address, job title, and your working relationship with them. References will not be contacted without the candidate's permission.\n\nPAY & BENEFITS\n\nStart Date: As soon as filled; ideally by September 8th, 2026.\nReports To: Executive Director\nReporting Location: Mountain View, CA 94041 \nClassification: Full-time; Year-Round; On-Site; Non-Exempt.\nSchedule: Monday – Friday and occasional evenings and/or weekends for school events, as required.\nSalary Range: $35.00 to $43.00 per hour, depending on experience\nBenefits: Medical, dental, and vision insurance coverage; a 401K retirement plan with an employer match; basic life insurance; short-term and long-term disability insurance; and generous paid time off including paid holidays, sick time, and floating holidays.\n\nKhan Lab School is an Equal Opportunity Employer and does not unlawfully discriminate based on race, color, creed, place of national origin, sex, age, veteran status, sexual orientation, gender (including gender identity, gender expression, and transgender), religion (beliefs, observances, or practices, including religious dress or grooming), marital status, registered domestic partner status, ancestry, genetic information, physical or mental disabilities, medical conditions, and/or military or veteran status in its employment practices or any other considerations made unlawful by federal, state, or local laws.