Executive Assistant to the Senior Leadership Team

Job description

Lincoln Leadership Academy Charter School (LLACS) is seeking a highly organized, proactive, and bilingual Executive Assistant to support the Senior Leadership Team. This trusted professional serves as a strategic administrative partner, ensuring the effective coordination of executive operations, communications, governance activities, compliance requirements, and special projects.

The Executive Assistant plays a vital role in supporting organizational effectiveness by managing executive priorities, facilitating communication across departments, coordinating Board relations, tracking strategic initiatives, and ensuring timely follow-through on critical projects and deadlines. The successful candidate will possess exceptional organizational skills, sound judgment, professionalism, and the ability to manage multiple responsibilities in a fast-paced educational environment.

As a key representative of the Senior Leadership Team, the Executive Assistant 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 Leadership Support
-Provide comprehensive administrative and executive support to the Senior Leadership Team.
-Manage executive calendars, appointments, scheduling priorities, and meeting logistics.
-Organize and coordinate daily workflow to ensure executive priorities and responsibilities are effectively managed.
-Prepare correspondence, reports, presentations, executive summaries, and official school documents.
-Manage confidential information and sensitive matters with the highest level of discretion and professionalism.
-Represent executive leadership in meetings, events, and communications when leadership is unavailable or off campus.
-Monitor and prioritize incoming communications, requests, and inquiries, ensuring timely responses and follow-up.
-Coordinate travel arrangements and event logistics as needed.

Communication Management
-Serve as a primary point of contact for executive communications.
-Draft, edit, and distribute communications, announcements, newsletters, reports, and correspondence.
-Manage communication flow between leadership, staff, families, community partners, and external stakeholders.
-Support the development and management of social media communications and executive messaging.
-Ensure consistent, professional, and timely communication across the organization.

Leadership & Department Liaison
-Serve as a liaison between the Senior Leadership Team and the Business Office, -----Human Resources, Operations, Academic Departments, and other school offices.
-Facilitate communication and collaboration among school leaders and departmental teams.
-Support cross-functional initiatives and ensure alignment of organizational priorities.
-Foster positive working relationships among staff, leadership, families, and community stakeholders.
-Assist in maintaining productive staff relationships and supporting a positive organizational culture.

Board of Trustees Support
-Coordinate Board of Trustees meetings, committee meetings, retreats, and special events.
-Prepare agendas, meeting packets, reports, resolutions, and supporting materials.
-Record meeting minutes and detailed meeting notes.
-Track action items, assignments, and follow-up activities resulting from Board and leadership meetings.
-Maintain official Board records and documentation.
-Serve as a liaison between Board members and school leadership.
-Support the development and maintenance of strong Board relationships.

Compliance, Reporting, and Charter Renewal Support
-Assist with the preparation, organization, and submission of state reporting requirements and compliance documentation.
-Coordinate the collection and organization of information needed for regulatory and compliance reporting.
-Support charter renewal processes, including project management, scheduling, documentation, and stakeholder coordination.
-Maintain records and documentation necessary to support governance, compliance, and accountability requirements.

Project Management & Strategic Support
-Coordinate and manage special projects assigned by the Senior Leadership Team.
-Track strategic initiatives, organizational goals, and executive priorities.
-Develop systems for organizing workflow, managing responsibilities, and monitoring progress toward key objectives.
-Maintain project timelines, deliverables, and accountability measures.
-Prepare reports, presentations, data summaries, and status updates for leadership review.
-Ensure timely follow-up and execution of leadership decisions and organizational priorities.

Administrative & Office Management
-Maintain organized filing systems, records management processes, and administrative procedures.
-Monitor office supplies, equipment, and operational needs supporting executive offices.
-Coordinate logistics for leadership meetings, professional development sessions, retreats, and school-wide events.
-Schedule meetings, prepare agendas, maintain attendance records, and distribute meeting materials.
-Ensure follow-up on meeting outcomes and assigned action items.
-Support administrative functions across multiple departments as needed.

Qualifications
Required Qualifications
-Bachelor's degree in Business Administration, Office Management, Education, Communications, or a related field.
-Minimum of three (3) years of executive administrative, executive assistant, or senior 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
-Experience working in a charter school, public school, nonprofit, or educational environment.
-Experience supporting executive leadership teams and governing boards.
-Knowledge of Pennsylvania public education, charter school governance, and compliance requirements.
-Experience with state reporting, charter renewal processes, and board governance support.

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, Board 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 & Benefits
-Salary range: $45,000 - $55,000 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 serves as a key member of the administrative leadership support team and plays an essential role in ensuring organizational effectiveness, operational excellence, and successful execution 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.