Academic Executive Assistant

Academic Executive Assistant

Beta Academy is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Beta Academy Academic Executive Assistant is to provide high-level executive and administrative support to the Chief Academic Officer and academic leadership team, helping establish world-class classrooms through a culture of joyful rigor and develop scholars and leaders who can contribute on a community, national, and international level. The primary purpose of this role is to create greater capacity for the Chief Academic Officer by protecting her time, attention, and priorities and proactively handling the administrative, operational, logistical, and academic support necessary to keep important work moving forward.

Outcomes & Deliverables

The key responsibilities include managing the district academic calendar, preparing the Chief Academic Officer for meetings, tracking projects and deadlines, preparing academic data and materials, maintaining academic programs, coordinating training and events, documenting decisions and action items, and ensuring appropriate follow-through.

Role-Based Competencies

• Organization and Planning
• Attention to Detail
• Follow-Through
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Efficiency
• Communication
• Teamwork
• Problem-Solving
• Emotional Intelligence
• Flexibility and Adaptability
• Sound Judgment
• Discretion
• Responsiveness
• Project Management

Beta Culture Competencies

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity

Essential Responsibilities

• Manage the Chief Academic Officer's calendar, including academic meetings, professional development, assessments, coaching visits, school events, external commitments, and other responsibilities.
• Protect the Chief Academic Officer's time by helping prioritize meetings, requests, projects, and commitments.
• Look ahead daily, weekly, and monthly to identify upcoming needs and ensure the Chief Academic Officer is prepared.
• Serve as a proactive first-line problem solver by resolving routine questions, logistical needs, follow-up items, and support requests whenever appropriate so the Chief Academic Officer is not unnecessarily pulled away from higher-priority work.
• Identify tasks that can appropriately be completed, delegated, coordinated, or solved without the Chief Academic Officer's direct involvement and take initiative to move them forward.
• Maintain a reliable system for tracking commitments, requests, action items, academic projects, and deadlines.
• Monitor the Chief Academic Officer's email as assigned, identify priority messages, flag items requiring attention, draft responses when appropriate, and ensure important communication does not get lost.
• Return or coordinate calls, emails, meeting requests, and other correspondence promptly.
• Draft, proofread, format, and prepare emails, letters, presentations, reports, agendas, training materials, and other academic communications.
• Prepare meeting materials, background information, academic data, briefing documents, and supporting resources.
• Attend meetings as requested, capture decisions and action items, and ensure appropriate follow-through.
• Prepare academic meeting agendas and distribute follow-up communication regarding decisions, responsibilities, and deadlines.
• Run reports from academic programs and assessment platforms, including NWEA MAP, IXL, ST Math, Accelerated Reader, Reading Horizons, Edcite, and other adopted programs.
• Organize academic data into accurate, user-friendly spreadsheets, trackers, dashboards, and summaries.
• Prepare and update academic data for meetings with principals, teachers, and academic leaders.
• Monitor academic programs and platforms to ensure rosters, access, assignments, completion information, and other records remain current.
• Track completion of required curriculum training, technology training, academic surveys, and other academic deliverables.
• Coordinate academic meetings, professional development, curriculum training, coaching visits, assessments, and special academic events.
• Coordinate food and refreshments for trainings, meetings, and academic events, including ordering, purchasing, picking up, setting out, and cleaning up food, coffee, beverages, and supplies as needed.
• Prepare training and meeting spaces, including organizing materials, setting up technology and supplies, decorating rooms, windows, and tables when appropriate, and ensuring spaces are welcoming and fully prepared before participants arrive.
• Coordinate curriculum orders, instructional materials, printing, deliveries, registrations, and vendor communication as needed in the absence of the Instructional Materials Coordinators.
• Run work-related errands for the Chief Academic Officer and academic team as needed, including picking up orders, supplies, materials, lunch, coffee, or other items and completing exchanges or returns.
• Prepare purchase orders, receipts, reimbursements, mileage, travel documentation, and other administrative records for the academic team.
• Maintain organized storage of academic, training, event, and Joy Committee materials and supplies so items can be located, prepared, and distributed efficiently.
• Support the Beta Academy Joy Committee as requested by purchasing, receiving, storing, organizing, assembling, preparing, and setting up materials, lessons, activities, decorations, or teacher resources.
• Organize and maintain the Chief Academic Officer's office, files, papers, materials, supplies, and digital records as requested, including periodically sorting, filing, labeling, storing, or resetting workspaces and materials.
• Create and maintain standard operating procedures for academic processes, projects, assessments, events, data reporting, and recurring work.
• Maintain confidential scholar, employee, assessment, and organizational information with exceptional discretion.
• Proactively identify missing information, approaching deadlines, and potential problems and address or elevate them before they become emergencies.
• Provide academic support to scholars, including leading a small group, when needed.
• Participate in special academic projects that contribute to the overall goals of Beta Academy.

General PK-12 Responsibilities

• Attend and actively participate in professional development and training.
• Continuously develop the knowledge and skills necessary to grow professionally through training, feedback, and extensive reading.
• Commit to reading at least one book with the Chief Academic Officer or Superintendent each school year.
• Perform other duties assigned by the Chief Academic Officer or Superintendent.

Interpersonal Skills

• Ability to distinguish what is urgent, important, confidential, or appropriate to delegate.
• Ability to work independently and collaboratively with members of the academic team.
• Ability to build positive and professional working relationships with principals, teachers, staff members, vendors, and other stakeholders.
• Ability to honor the work undertaken by others and recognize the value of that work.
• Highly resourceful, service-minded, and willing to take on a wide variety of responsibilities from complex projects to routine or hands-on tasks when doing so supports the team, solves a problem, or protects the Chief Academic Officer's time and priorities.
• Calm, professional, and solutions-oriented approach when addressing problems or changing priorities.

Professionalism & Communication

• Demonstrate professionalism through regular attendance and punctuality for work, staff meetings, training, parent nights, and other assigned duties.
• Complete required training on time.
• Work cooperatively to create an atmosphere of unity throughout the school community and refrain from gossip, negativity, and unsupportive comments.
• Remain calm, respectful, and professional during difficult conversations, disagreements, and challenging situations.
• Use professional communication with strong grammar, syntax, usage, and spelling in phone conversations, meetings, emails, documents, presentations, and social media.
• Maintain professional conduct on and off campus.
• Exhibit professionalism in appearance and follow the Beta Academy standard of dress outlined in the Magic Makers Handbook.
• Check staff email and other assigned communication channels consistently throughout the workday.
• Read and respond to updates, requests,