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.

Mission

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.

Reports To

Assistant Superintendent

Outcomes

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.

Role-Based Competencies

• 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

Beta Culture Competencies

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

Job Responsibilities

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.

Qualifications Required

• 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.

Preferred

• 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.

Personal Characteristics

• 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

Compensation

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