Executive Assistant to the Assistant Superintendent

Job Description

Job Description

Job Description Executive Assistant to the Assistant Superintendent

Beta Academy is a Title I Schoolwide program. I understand that part or all of this position may be funded with federal funds. This is a 12-month position.

The mission of the Executive Assistant to the Assistant Superintendent is to increase the capacity and effectiveness of the Assistant Superintendent through exceptional organization, preparation, communication, and follow-through. The Executive Assistant ensures that calendars, meetings, materials, action items, trainings, events, and administrative responsibilities are thoughtfully coordinated and executed at a standard reflective of Beta Academy's commitment to excellence.

Assistant Superintendent

1. Meet Executive Organization & Calendar Goals

• Maintain an accurate, organized, and current calendar for the Assistant Superintendent.
• Ensure meeting conflicts, preparation needs, deadlines, and scheduling concerns are identified proactively.
• Ensure the Assistant Superintendent is prepared for meetings, trainings, school visits, presentations, and events with necessary materials available in advance.
• Maintain zero missed meetings, deadlines, or commitments due to administrative oversight.

2. Meet Meeting & Follow-Through Goals

• Capture 100% of assigned meeting action items and maintain an organized system for tracking deadlines, responsible parties, and completion.
• Send agendas, materials, invitations, and meeting information within established timelines.
• Complete assigned follow-up from meetings accurately and on time.
• Maintain clear visibility of upcoming priorities, deadlines, and outstanding tasks for the Assistant Superintendent.

3. Meet Communication & Quality Goals

• Produce written communication that is professional, grammatically correct, accurate, and aligned with the voice and standards of the Assistant Superintendent and Beta Academy.
• Proofread assigned emails, documents, presentations, agendas, reports, and other materials before distribution.
• Ensure materials prepared for internal and external audiences are polished, organized, and professional.
• Maintain confidentiality and exercise discretion with sensitive scholar, staff, family, and organizational information.

4. Meet Presentation & Material Preparation Goals

• Create professional, visually polished slide decks and materials that reflect the standard of excellence expected of the Assistant Superintendent's office.
• Ensure presentations are accurate, grammatically correct, visually consistent, and ready by established deadlines.
• Prepare agendas, handouts, sign-in materials, forms, documents, and supporting resources for meetings and trainings as assigned.
• Complete requested revisions accurately and within established timelines.

5. Meet Training, Meeting & Event Coordination Goals

• Ensure assigned trainings, meetings, book clubs, school visits, and events are fully prepared prior to the scheduled start time.
• Coordinate rooms, technology, materials, food, supplies, invitations, attendance needs, and other logistics as assigned.
• Confirm logistics in advance and communicate changes promptly.
• Ensure meeting and training spaces are prepared to Beta Academy standards.

6. Meet Purchasing & Administrative Goals

• Submit assigned purchase orders, reimbursements, registrations, and administrative requests accurately and within established timelines.
• Maintain receipts and required supporting documentation.
• Coordinate approved orders, printing, supplies, deliveries, food, and materials.
• Maintain accurate and organized records for assigned administrative responsibilities.

• Executive Administrative Support
• Organization & Attention to Detail
• Written & Verbal Communication
• Grammar, Proofreading & Editing
• Calendar & Scheduling Management
• Meeting & Event Coordination
• Presentation & Document Preparation
• Task & Deadline Management
• Time Management & Prioritization
• Technology & Digital Tools
• Professional Judgment & Confidentiality
• Customer Service
• Problem Solving & Resourcefulness

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• High Standards
• Teamwork

1. Executive & Calendar Support

• Maintain and organize the Assistant Superintendent's calendar, including meetings, school visits, trainings, events, deadlines, and professional commitments.
• Schedule and coordinate meetings across campuses, departments, and external organizations as directed.
• Anticipate scheduling conflicts and communicate concerns before they create disruptions.
• Review upcoming calendar commitments and identify materials, preparation, travel time, or other needs.
• Send calendar invitations with accurate locations, links, agendas, attachments, and relevant information.
• Coordinate changes and cancellations promptly and professionally.
• Maintain an organized system of reminders for important deadlines and commitments.
• Assist the Assistant Superintendent with maintaining visibility of immediate, weekly, and long-term priorities.

2. Meeting Preparation & Follow-Through

• Prepare agendas, documents, presentations, reports, handouts, and supporting materials for meetings.
• Attend meetings as requested to capture notes, decisions, action items, responsible parties, and deadlines.
• Maintain an organized action-item tracker for meetings supported by the Assistant Superintendent.
• Send meeting materials and follow-up communication as directed.
• Track assigned follow-up items and provide the Assistant Superintendent with clear updates regarding outstanding tasks and deadlines.
• Organize documents and information needed for principal meetings, leadership meetings, professional development, school visits, and other activities.
• Assist with scheduling follow-up meetings and next steps.

3. Written Communication, Grammar & Quality Control

• Draft emails, letters, agendas, invitations, forms, talking points, and other communication as assigned.
• Proofread communications for grammar, spelling, punctuation, clarity, tone, formatting, and accuracy.
• Review assigned documents and presentations for consistency and professionalism prior to distribution.
• Ensure names, dates, times, locations, links, and other details are accurate before materials are shared.
• Maintain professional written and verbal communication with principals, Magic Makers, families, vendors, community partners, and guests.
• Maintain the voice, professionalism, and high standards expected of communication originating from the Assistant Superintendent's office.

4. Presentation & Document Creation

• Create and format professional slide decks for trainings, leadership meetings, presentations, book clubs, school visits, and special projects.
• Ensure presentations reflect Beta Academy's visual and professional standards and the level of excellence expected of the Assistant Superintendent's office.
• Transform information provided by the Assistant Superintendent into clear, organized, visually effective presentations and materials.
• Create agendas, handouts, forms, trackers, sign-in sheets, certificates, schedules, and other materials as requested.
• Make revisions promptly based on feedback.
• Maintain organized electronic files so frequently used presentations, templates, documents, and resources can be easily located.

5. Training, Meeting & Event Coordination

• Coordinate logistics for trainings, meetings, professional development, book clubs, school visits, leadership activities, and other events assigned by the Assistant Superintendent.
• Reserve and prepare meeting spaces.
• Coordinate technology, presentations, materials, supplies, signage, seating, and other logistical needs.
• Coordinate food and refreshments, including ordering and picking up lunches for book clubs, trainings, meetings, and other activities as assigned.
• Create and manage invitations, RSVPs, attendance lists, sign-in materials, and reminders.
• Confirm meeting and event logistics in advance.
• Ensure spaces and materials are ready before participants or guests arrive.
• Assist with setup and breakdown as needed.

6. Purchasing & Administrative Support

• Prepare and submit purchase orders for approved purchases.
• Coordinate approved registrations, orders, supplies, printing, food, materials, and deliveries.
• Maintain receipts, invoices, purchase documentation, and other required records.
• Track orders and follow up on delayed or missing items.
• Assist with reimbursement documentation and administrative forms.
• Coordinate with Finance, Operations, Human Resources, and other departments to complete assigned administrative tasks.
• Drive to local businesses or locations as needed to pick up food, materials, supplies, or other items required for meetings, trainings, and events.

7. Project & Task Support

• Maintain organized task lists, timelines, and trackers for projects assigned by the Assistant Superintendent.
• Break assigned projects into actionable tasks and maintain visibility of deadlines.
• Gather and organize information requested by the Assistant Superintendent.
• Assist with special projects, schoolwide initiatives, professional development, and leadership activities.
• Follow through on assigned tasks without requiring repeated reminders.
• Communicate promptly when a deadline, dependency, or problem may prevent timely completion.
• Anticipate routine administrative needs and take appropriate action within the scope of the position.

8. Professionalism, Confidentiality & Executive Presence

• Maintain strict confidentiality of scholar, staff, family, personnel, and organizational information.
• Exercise discretion when handling sensitive conversations, documents, meetings, and information.
• Represent the Assistant Superintendent's office and Beta Academy with professionalism, warmth, responsiveness, and hospitality.
• Demonstrate professionalism through regular attendance, punctuality, preparedness, and reliability.
• Maintain a calm, respectful, and solution-oriented approach when priorities change or challenges arise.
• Utilize professional communication in person, by phone, through email, and through digital platforms.
• Respond to communication in a timely manner.
• Work cooperatively to create an atmosphere of unity throughout Beta Academy.
• Adhere to all Board policies, handbooks, procedures, and administrative expectations.

9. Other Duties & Responsibilities

• Support special projects and initiatives assigned by the Assistant Superintendent.
• Assist with schoolwide events, professional development, leadership meetings, family events, and organizational activities as assigned.
• Provide administrative support during high-volume projects and critical organizational deadlines.
• Travel between Beta Academy campuses and to local businesses or meeting locations as required.
• Attend occasional evening or weekend events when required.
• Perform other duties as assigned by the Assistant Superintendent.
• This is a 100% onsite role.

• High school diploma or equivalent.
• Minimum of three years of professional administrative, executive support, office, communications, project coordination, or related experience.
• Exceptional organizational skills and attention to detail.
• Strong written communication skills with demonstrated proficiency in grammar, spelling, punctuation, proofreading, and professional correspondence.
• Ability to create polished, professional presentations and documents.
• Strong verbal communication and interpersonal skills.
• Ability to manage calendars, competing priorities, deadlines, and multiple projects simultaneously.
• Demonstrated ability to follow through on assignments accurately and independently.
• High level of discretion and ability to maintain confidentiality.
• Strong technology skills, including Google Workspace and Microsoft Office.
• Ability to learn new technology, systems, and processes quickly.
• Reliable transportation and ability to travel locally between campuses, vendors, and other locations as needed.
• Ability to work effectively in a fast-paced environment where priorities may change quickly.

• Associate's or Bachelor's degree.
• Experience supporting an executive, senior administrator, school leader, or department leader.
• Experience in K-12 education, school administration, nonprofit organizations, or a similar environment.
• Experience creating professional presentations, training materials, or executive-level documents.
• Experience coordinating meetings, trainings, events, travel, purchasing, or professional development.

• Highly organized
• Detail-oriented
• An exceptional writer and proofreader
• Proactive
• Responsive
• Resourceful
• Discreet
• Warm and hospitable
• Calm under pressure
• Flexible
• Professional
• Solutions-oriented
• Comfortable receiving feedback and making revisions
• Able to anticipate needs
• An exceptional finisher

• Starting at $44,000
• Full-Time / 12 Month