Executive Secretary

Job description

Lincoln Leadership Academy Charter School (LLACS) is seeking a highly organized, proactive, and bilingual Executive Secretary. This trusted professional serves as a strategic administrative partner, ensuring the effective coordination of instructional leadership operations, communications, compliance requirements, school initiatives, and special projects.

The Executive Secretary plays a critical role by managing priorities, facilitating communication among staff and stakeholders, coordinating instructional and operational activities, tracking school improvement initiatives, and ensuring timely follow-through on key projects and deadlines. The successful candidate will possess exceptional organizational skills, professionalism, discretion, and the ability to manage multiple responsibilities in a fast-paced educational environment.

As a key representative, the Executive Secretary will help advance LLACS's mission of providing a holistic learning community dedicated to the academic, emotional, social, and spiritual success of every student while promoting a culture of leadership, integrity, accountability, and excellence.

Essential Duties and Responsibilities
Executive and Administrative Support
Provide comprehensive administrative support.
Manage calendars, appointments, scheduling priorities, and meeting logistics.
Organize daily workflow to ensure priorities and responsibilities are effectively managed.
Prepare correspondence, reports, presentations, meeting agendas, and school communications.
Maintain confidential information and sensitive matters with the highest level of discretion and professionalism.
Monitor and prioritize incoming communications, requests, and inquiries, ensuring timely responses and follow-up.
Coordinate travel arrangements, professional development registrations, and event logistics as needed.
Serve as a representative of the Principal's office in interactions with staff, families, and community partners.
Communication Management
Serve as a primary point of contact for communications originating from the Principal's office.
Draft, edit, and distribute announcements, newsletters, reports, and correspondence.
Facilitate communication.
Support school messaging, website updates, and social media communications as assigned.
Ensure communications are professional, timely, and aligned with school goals.
Instructional and School Operations Support
Assist in coordinating instructional initiatives, professional development activities, and school improvement efforts.
Support the planning and organization of faculty meetings, leadership meetings, and professional learning sessions.
Maintain records related to instructional programs, assessments, and school initiatives.
Track action items and follow-up activities from leadership and instructional meetings.
Assist with organizing academic calendars, testing schedules, and school-wide events.
Leadership and Department Liaison
Serve as a liaison.
Facilitate communication and collaboration among teachers, school leaders, and support staff.
Support cross-functional initiatives and help ensure alignment with school improvement goals.
Foster positive relationships among staff, students, families, and community stakeholders.
Compliance and Reporting Support
Assist with the preparation and organization of state reporting requirements and compliance documentation.
Maintain records and documentation supporting school accountability and regulatory requirements.
Coordinate data collection and organization for audits, accreditation, assessments, and reporting purposes.
Support school improvement planning and monitoring processes.
Project Management and Strategic Support
Coordinate special projects.
Track school goals, improvement initiatives, and leadership priorities.
Develop systems to organize workflow, monitor progress, and maintain accountability.
Prepare reports, presentations, data summaries, and status updates for leadership review.
Ensure timely follow-up and execution of decisions and action plans.
Administrative and Office Management
Maintain organized filing systems, records management processes, and administrative procedures.
Monitor office supplies, equipment, and operational needs.
Coordinate logistics for meetings, professional development sessions, retreats, and school-wide events.
Prepare agendas, maintain attendance records, and distribute meeting materials.
Ensure follow-up on meeting outcomes and assigned responsibilities.
Provide administrative support across departments as needed.
Qualifications
Required Qualifications
High School Diploma
Minimum of three (3) years of executive administrative, executive assistant, or leadership support experience.
Bilingual proficiency in English and Spanish required.
Excellent written and verbal communication skills in both English and Spanish.
Exceptional organizational, project management, and time-management skills.
Strong attention to detail and ability to manage multiple priorities simultaneously.
Proficiency in Google Workspace and standard office productivity software.
Demonstrated ability to maintain confidentiality and exercise sound judgment.
Ability to work independently while collaborating effectively with diverse stakeholders.
Preferred Qualifications
Bachelor's degree in Business Administration, Office Management, Education, Communications, or a related field.
Experience working in a charter school, public school, nonprofit, or educational environment.
Experience supporting school administrators, principals, or instructional leaders.
Knowledge of Pennsylvania public education and charter school operations.
Experience with compliance reporting, school improvement planning, and educational data management.
Core Competencies
Successful candidates will demonstrate:

Professionalism, integrity, and discretion
Strong organizational and planning skills
Exceptional interpersonal and relationship-building abilities
Initiative and proactive problem-solving
Excellent written and verbal communication
Project management and follow-through
Adaptability and flexibility in a dynamic environment
Commitment to teamwork, collaboration, and customer service
Alignment with LLACS's core values of Respect, Honesty, Kindness, Compassion, Responsibility, and Leadership
Working Conditions
Full-time, 12-month position.
Primarily office-based with occasional evening meetings, school events, and community activities.
Ability to sit, stand, walk, and use standard office equipment for extended periods.
Occasional travel within the local community may be required.
Compensation and Benefits
Salary range: $45,000 - $50,000 annually, based on experience and qualifications.
Comprehensive benefits package available in accordance with LLACS policies and employee benefit programs.
Why Join LLACS?
Lincoln Leadership Academy Charter School is committed to developing critical thinkers, culturally competent leaders, and purpose-driven citizens of character and integrity. The Executive Assistant to the Director of Instruction/Principal plays an essential role in supporting instructional excellence, school operations, and the successful implementation of the school's mission and strategic goals.

Lincoln Leadership Academy Charter School is an Equal Opportunity Employer and encourages candidates from diverse backgrounds to apply.