Hourly, Non-Exempt
Full-Time: 40 hours/week; modified to 24 hours/week during summer months
Reports To: Head of School
Position Summary
The Executive Assistant to the Head of School provides high-level administrative and operational support to the Head of School and assists with the efficient management of school-wide operations, compliance, and strategic initiatives. This position requires strong organizational skills, attention to detail, discretion, sound judgment, and the ability to independently manage multiple priorities and projects from concept through completion.
The Executive Assistant will help expand the capacity of the Head of School by managing administrative systems, coordinating schedules and meetings, maintaining institutional records, supporting board operations, and assisting with day-to-day operational needs.
Job Requirements
- Associate’s degree in Business, Operations Management, Office Administration, or a related field preferred.
- 2–5 years of experience in executive administrative support, office administration, operations, or a related field.
- Experience maintaining records, entering and managing data, and creating and maintaining spreadsheets.
- Strong organizational skills with the ability to prioritize multiple projects, meet deadlines, and work independently.
- Proactive, detail-oriented, and able to take projects from concept through completion with appropriate follow-up.
- Strong interpersonal skills and the ability to work professionally and effectively with adults and children.
- Demonstrated discretion, sound judgment, integrity, and ability to maintain confidentiality.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Google Workspace required.
- Experience with BambooHR/payroll systems and QuickBooks preferred.
- Enjoys working in an educational setting and thrives in a fast-paced, collaborative environment.
- Must successfully complete required criminal background and fingerprinting checks.
Essential Job Responsibilities
Executive and Administrative Support
- Manage the Head of School’s calendar, scheduling, routine correspondence, and meeting preparation.
- Ensure the Head of School’s schedule is organized, efficient, and aligned with priorities.
- Prepare agendas, meeting materials, correspondence, and other documents as requested.
- Provide advance preparation and timely follow-up for internal and external meetings.
- Maintain organized documentation of key systems, procedures, projects, and follow-up items to support continuity and institutional knowledge.
- Attend Board of Trustees meetings, prepare and maintain meeting minutes and agendas, and ensure required postings are completed in a timely manner.
- Perform other duties and special projects as assigned by the Head of School.
Office and Operational Support
- Maintain organized, accurate, and up-to-date administrative records in accordance with school policies and regulatory requirements.
- Monitor and track assigned expenditures and assist with bank deposits as needed.
- Monitor office and lunch supply inventory, identify reordering needs, and assist with purchasing and order tracking.
- Assist with vendor communication, quotes, purchasing, and related coordination as directed by the Head of School.
- Assist with facility inspections, required documentation, and reporting.
- Support the planning and logistics of school-wide events, Board meetings, staff gatherings, and other school activities.
Records, Compliance, and Financial Documentation
- Organize and maintain important school records, including contracts, compliance documents, fiscal records, and other documentation maintained by the Head of School’s Office.
- Maintain an organized digital filing system to ensure documents are secure, accessible, and easy to locate.
- Maintain employee records under the direction of the Head of School and in accordance with applicable confidentiality requirements.
- Manage approved purchase orders, including assigning purchase order numbers and maintaining supporting documentation.
- Assist with documentation, tracking, and reporting related to grants and other school submissions.
- Prepare and maintain documentation required for compliance reporting and other regulatory submissions.
- Identify opportunities to improve record-keeping systems and administrative processes to increase efficiency and accuracy.
Human Resources and Confidentiality
- Provide administrative support to HR, including assistance with benefits administration and related documentation as needed.
- Maintain strict confidentiality of financial, employee, student, and other sensitive school information.
- Exercise appropriate discretion and judgment when handling confidential records and information.
Coordination and Follow-Through
- Take the lead on assigned administrative and operational projects, including coordinating logistics, agendas, communications, deadlines, and follow-up.
- Communicate effectively with staff, vendors, Board members, families, and other stakeholders as directed by the Head of School.
- Monitor assigned projects and responsibilities to ensure timely completion and follow-through.
- Identify operational needs or potential issues and bring them to the attention of the Head of School in a timely manner.
Physical Demands
- Ability to sit and work at a computer for extended periods.
- Visual ability to read documents, view computer screens, and adjust focus as needed.
- Ability to stand, walk, bend, kneel, reach, and move throughout the school as needed.
- Ability to lift and carry materials weighing up to 50 pounds.
- Ability to perform other physical activities reasonably required to carry out the responsibilities of the position.
