Office Manager / Executive Assistant

Job Description

Job Description

Office Manager / Executive Assistant

Classification: Full Time, Exempt

Program(s): Central Admin: Office Manager / Executive Assistant

Reports To: Executive Director

Location: Teton Science Schools - Jackson Campus, Jackson, WY - in person / in office

Work Schedule: M-F 9-5pm with occasional nights and weekends

Certification: First Aid, CPR, AED (required within 2 months of hire)

Project Description/Code: CA.Jackson.Support

Position Purpose

The Office Manager / Executive Assistant provides high-level administrative and operational support to the Executive Director and serves as the primary coordinator for Board of Directors and committee meetings. This role is responsible for ensuring strong internal organization, excellent stakeholder communication, and a welcoming, professional front office experience. The position blends executive support, board governance logistics, and day-to-day office management, helping Teton Science Schools operate smoothly and efficiently.

Key Qualifications

• Professional, highly developed written, verbal, and interpersonal communication skills.
• Ability to work effectively with a wide range of individuals including Board members, school leaders, faculty, staff, families, donors, community partners, and the public.
• Accessible, approachable, and welcoming, with exceptional discretion and confidentiality when handling sensitive information and complex situations.
• Highly organized with strong attention to detail; capable of managing multiple priorities and anticipating needs.
• Ability to work independently, proactively coordinate across teams, and follow through on deadlines without reminders.
• Strong aptitude with technology; proficiency with Google Workspace, Microsoft Office, calendars, document management, video conferencing, and related systems.
• Experience supporting executives and/or boards (preferred), including meeting minutes, agendas, and follow-up tracking.

Core Responsibilities1) Executive Director Support

• Manage and optimize the Executive Director’s calendar, including scheduling, prioritization, and coordination of internal and external meetings.
• Prepare the Executive Director for meetings by organizing briefings, materials, agendas, and background information.
• Draft, edit, and format emails, memos, presentations, and reports on behalf of the Executive Director.
• Track action items and commitments from leadership meetings; ensure timely follow-up and completion.
• Serve as a trusted administrative partner, maintaining confidentiality and exercising sound judgment at all times.

2) Board & Committee Meeting Management (End-to-End)

• Serve as the primary point of contact and administrative liaison for the Board of Directors and board committees.
• Build and maintain the annual board/committee meeting calendar; coordinate dates, locations, technology, and logistics.
• Gather agenda items from the Executive Director, senior leaders, committee chairs, and relevant presenters.
• Compile, format, and distribute board packets in advance (agenda, minutes, reports, resolutions, dashboards, and attachments).
• Attend all Board and committee meetings to record thorough minutes, including attendance, motions, proposals, and resolutions, following correct governance protocols.
• Produce and distribute meeting minutes promptly; track follow-up action items and ensure owners are assigned and deadlines are met.
• Support onboarding of new board and committee members, maintaining orientation materials, access instructions, and board documentation.
• Maintain organized board records and archives, including historical minutes and materials required for audits or compliance.

3) Office Management & Front Desk Operations

• Serve as the main front office presence, ensuring a professional, welcoming environment for staff, families, visitors, and vendors.
• Answer phones and route calls appropriately; manage general inquiries with professionalism and responsiveness.
• Manage incoming/outgoing mail and deliveries; maintain consistent document handling and distribution practices.
• Coordinate office systems and supplies (inventory, ordering, equipment coordination, shared spaces, basic troubleshooting).
• Support planning and hosting of staff meetings, trainings, and school/community events—including room setup, technology support, hospitality, and materials.
• Maintain shared office calendars and coordinate facility/meeting space scheduling as needed.

4) Communication Liaison

• Act as a liaison between the Executive Director, Board members, and internal/external stakeholders.
• Provide professional, courteous responses to questions and requests; route issues appropriately and ensure closure.
• Support internal communications by drafting or editing messages, announcements, and documents at the request of leadership.
• Provide accurate materials and updates for Board member information (including website updates as needed).

5) Recordkeeping, Documentation & Processing

• Maintain organized digital and physical filing systems and documentation protocols.
• Track key annual renewals, deadlines, and required submissions; coordinate with responsible staff to ensure timely completion.
• Promptly process invoices for payment per established systems and approvals.
• Support executive payroll approvals and time-off tracking as assigned (vacation, sick, and other leave), maintaining confidentiality and accuracy.
• Create meeting agendas, capture action items, and maintain follow-up trackers to ensure strong organizational execution.

Working Conditions & Physical Requirements

• Ability to sit, type, write, and communicate for sustained periods.
• Ability to move around campus to support meetings, staff gatherings, and events.
• Capable of visiting indoor and outdoor program/classroom spaces across all four seasons.
• Primary work location is the Teton Science Schools Jackson Campus; occasional local travel may be required for meetings/events.

Other Duties

This job description is not intended to be all-inclusive. The employee may be required to perform other job-related duties as assigned, consistent with organizational needs and in compliance with federal and state laws.