The Executive Assistant provides high-level administrative, operational, and project support to the Chief Academic Officer. This role ensures efficient workflows, accurate documentation, and timely processing of academic and operational tasks that support teaching and learning. The coordinator serves as a liaison between academic leadership and district stakeholders, ensuring clear communication, strong organization, and alignment with district priorities.
Scope of Work: The Executive Assistant is responsible for supporting the administrative needs of the department, maintaining organization, and streamlining processes. The core responsibilities include, but are not limited to, the following:
Essential Duties:
Great Systems (Administrative & Operational Support):
1. Manage executive calendars, scheduling meetings, travel, and events. Prepares meeting agendas, materials, presentations, and minutes for internal and external meetings.
2. Assists in the preparation and distribution of reports, presentations, and communication materials for district initiatives.
3. Manage correspondence, including screening emails, phone calls, and follow-ups.
4. Support budget tracking, purchase orders, invoices, and financial processes.
5. Maintain accurate records and documentation in compliance with district policies.
6. Track timelines, contracts, and project documentation to ensure deadlines are met.
7. Generate routine reports and ensure accuracy and compliance.
8. Coordinate logistics for professional development, training, and academic events.
Great People (Stakeholder Engagement & Relationship Management):
1. Serves as the primary point of contact for the Chief of Schools, ensuring effective communication with staff, school leaders, Board members, and external stakeholders.
2. Facilitates interdepartmental collaboration by coordinating meetings and information sharing across different teams.
3. Builds and maintains positive relationships with internal and external stakeholders to enhance the department's efficiency and effectiveness.
4. Great Culture (Leadership & Governance Support):
5. Supports the preparation of reports, Board meeting materials, and presentations to ensure alignment with district priorities.
6. Ensure timely and clear dissemination of information from academic leadership.
7. Maintains confidentiality and discretion when handling sensitive district matters, including personnel, policy, and strategic decisions.
8. Assists in coordinating department-wide initiatives and special projects.
Great Teaching & Learning (Research & Professional Development):
1. Support academic initiatives that protect instructional time and improve student outcomes.
2. Prepare and maintain reports, dashboards, and presentations for Cabinet, Board meetings, and academic reviews.
3. Track academic projects, initiatives, and deliverables to ensure alignment with district goals.
4. Conduct research on policies, best practices, and data-driven strategies to support instructional improvement.
Required Qualifications - Associate's degree in business administration, public administration, education, or a related field (Bachelor's degree preferred).
* Minimum of 3 years of administrative experience, preferably supporting executive leadership in an educational setting.
* Strong organizational skills with the ability to manage multiple priorities and deadlines.
* Exceptional written and verbal communication skills.
* High level of discretion, professionalism, and ability to maintain confidentiality.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and administrative software.
* Ability to work independently and collaboratively in a fast-paced environment.
* Strong problem-solving and critical-thinking skills. Preferred Qualifications - Bachelor's degree in a related field
* Experience supporting senior executives in a school district or public sector environment.
* Familiarity with school district operations, governance, and accountability policies.
* Knowledge of project management principles and administrative best practices.
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