Executive Assistant (Long Term Sub)

Job Description

Job Description

Le Jardin Academy is seeking a Executive Assistant Long Term Sub to assist the Head of School from October 2026 to January 2027. Bachelor's degree preferred. At least 3-5 years of experience working in Executive Assistant roles or related. Proficient in Google Workspace and Microsoft Office Suite. Non-profit or customer-oriented background preferred. Applicants must be authorized to work in the United States. No phone calls, please. Please submit a resume and cover letter. Salary Range starting: $65,000 to $70,000 (Prorated for the long Term Substitute period).

Position

Job title

Executive Assistant

Reports to

Head of School

Employer

Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.

Job Scope

The executive assistant provides high-level administrative support to the Head of School, including project management, event coordination, and stakeholder management. Ensures all sensitive, proprietary, and confidential information obtained during the position is handled responsibly.

Essential Functions

• Conducts research, compiles data, and prepares presentations, memos and other documents/spreadsheets for Head of School, leadership team and Board of Trustees.

• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.

• Coordinates calendar requests by scheduling internal and external meetings for the Head of School and other leadership team members, as requested.

• Supports school-wide activities and projects as directed by the Head of School.

• Manage and maintain internal documents as directed by the Head of School including the Master Policy Control List, Emergency Manual and the Parent/Student/Employee Handbook.

• Organizes events for all employees, leadership and Board.

• Answer phone calls and direct calls to appropriate parties or take messages.

• Record, type and distribute meeting minutes.

• Greet visitors and determine whether they should be given access to specific individuals.

• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to provide quality service.

• Make arrangements for leadership and Board of Trustees.

Other duties

• Perform general office duties such as ordering supplies and maintaining records management database systems including organizing school wide records.

• Open, sort and distribute incoming correspondence, including faxes and email.

• Support short-term international student visits, working with Admissions and divisional Principals and faculty.

• Support facilities rental, working with Business Office and Facilities Department.

• Assist with on-boarding, working with Human Resources.

• Liaison for outside vendors as needed.

• Other duties as needed.

Qualifications and Requirements

Education/Experience

• Bachelor’s degree preferred.

• At least 3 – 5 years of experience working in Executive Assistant roles or related.

• Proficient in Google Workspace and Microsoft Office Suite (Outlook, Word, Excel and PowerPoint).

• Non-profit or customer-oriented background preferred.

• Demonstrated customer service excellence.

• Experience planning events.

• Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions.

Knowledge

• Microsoft suite of products including Excel, Outlook, Word, and PowerPoint.

• Google Workspace

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Skills

• Strong interpersonal skills and ability to work in a team environment.

• Ability to meet deadlines in an environment with multiple simultaneous projects.

• Build strong relationships.

• Work independently and frequently without direct supervision.

• Proven ability to represent the department and organization in writing – applicant may be asked for a writing sample.

• Demonstrated organizational skills.

Details

• Department: Administrative

• Status: Full-time

• FLSA Status: Exempt

• Work year: Twelve month

• Work hours: Must be able to work flexible hours, including some Saturdays, holidays and evenings