Administrative Assistant

Job Description

Job Description

Administrative Assistant

Reporting To: Office of the Superintendent and Human Resources.

Position Type: Full-Time, 40 hours per week, Non-Exempt (hourly, overtime-eligible).

Pay: $19.50–$22.50 (DOE).

About ECS:

The mission of the Environmental Charter Schools (ECS) is to reimagine public education in low-income communities of color to prepare conscious, critical thinkers who are equipped to graduate from college and create a more equitable and sustainable world. Environmental Charter Schools (ECS) is a non-profit charter management organization with four free public schools in South Los Angeles.

Since its inception in 2001, ECS has provided a unique learning experience that utilizes project-based, interdisciplinary curricula to inspire our students to find authentic meaning in their studies. ECS proudly serves over 1,500 students at two middle schools (Gardena and Inglewood) and at two high schools (Lawndale and Gardena) and has been recognized for its ability to close achievement gaps for low-income Black/African American and Latino students. ECHS Lawndale ranks in the top 2% of public high schools in U.S. News & World Report, 100% of students graduate high school with the coursework necessary for admission to a four-year college or university, and 97% of students are admitted into a four-year college. Most of our students will be the first in their family to graduate from college.

The Opportunity:

Environmental Charter Schools is seeking an organized, proactive Administrative Assistant to support the Office of the Superintendent and the Human Resources team. This is one full-time role that serves two departments, and it touches nearly every part of how ECS works.

With the Superintendent, you will manage the calendar, correspondence, and follow-through that keep the office moving, and help prepare the materials that reach our board, our staff, and our community partners. With Human Resources, you will support the records, recruitment, and compliance work that brings strong people to ECS.

Responsibilities:

Executive Support to the Superintendent (approximately 50%):

• Manage the Superintendent's calendar and inbox end-to-end: daily triage, scheduling with board members, cabinet leaders, and community partners, anticipating conflicts, and protecting focus time.
• Prepare and send briefing materials ahead of meetings, and track the Superintendent's projects, deadlines, and commitments.
• Coordinate travel, logistics, and expense reconciliation, and maintain organized electronic and physical filing systems for confidential and non-confidential documents.
• Draft, edit, and distribute communications on behalf of the Superintendent, including org-wide announcements, newsletters, memos, social media copy, and stakeholder correspondence.
• Conduct interviews with students and staff to capture stories, testimonials, and perspectives that elevate the ECS narrative.
• Prepare materials for Board of Directors, Finance Committee, and Cabinet meetings; attend, take accurate notes, and distribute summaries and action items.
• Support planning, logistics, and follow-up for Cabinet meetings, All-Staff Professional Development days, fundraising events, and community outreach activities.
• Attend and take detailed, accurate notes at key meetings including Board of Directors, Finance Committee, Cabinet, and other leadership convenings; distribute summaries and action items in a timely manner.
• Assist with donor-facing materials, including gift acknowledgments, campaign collateral, and presentations, as ECS builds toward capital campaign and endowment goals.
• Maintain contact lists, databases, and tracking systems; generate reports and dashboards as needed.
• Perform other duties as assigned.

Human Resources Support (approximately 50%):

• Maintain accurate, secure, and up-to-date employee records and HR files, electronic and physical, in compliance with applicable law and ECS policy.
• Support onboarding logistics and documentation, employment verifications, and reference checks.
• Track compliance documentation related to the collective bargaining agreement and other HR processes, and assist with HR reports and communications.
• Coordinate job postings, flyers, application tracking, and candidate communications for seasonal and ongoing recruitment.
• Support candidate outreach through social media, email, and community partnerships, collaborating with the Community Outreach team during peak recruitment seasons.
• Help plan and staff recruitment and hiring events, including New Teacher Orientation and All Staff meetings.
• Serve as a reliable, service-oriented point of contact for staff inquiries, and support staff engagement activities and internal HR communications.
• Perform other duties as assigned.

Qualifications:

• Exceptional written and verbal communication, including the ability to write in another person's voice for varied formats and audiences.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Ability to manage competing priorities across two departments in a fast-paced environment, with strong judgment about what to escalate.
• High degree of discretion with confidential personnel, student, and board information.
• Proficiency in Google Workspace and demonstrated comfort with AI platforms such as ChatGPT, Claude, or Gemini.
• Ability to work independently while knowing when to seek input and direction.
• Ability to work collaboratively with colleagues and administrators
• Commitment to the success of all students and the ECS mission, vision, and value

Preferred:

• Bachelor's degree.
• Prior experience in executive support, HR, or a related administrative role.
• Familiarity with HRIS or applicant tracking systems, and comfort presenting data in Google Sheets.
• Bilingual Spanish, spoken and written.
• ECS alumnus/a strongly preferred.

The Perks:

• Competitive compensation package inclusive of a generous benefits package.
• 100% of HMO level healthcare premium costs covered by employer, and contributions towards dependent healthcare.
• Employer-paid ECS life insurance.
• Voluntary Benefits (Supplemental Life, Accident, Short Term Disability, etc.).
• Generous time off program includes 22 holidays, sick leave and vacation.
• Support with application to loan forgiveness programs, and access to 403b Retirement Plans.
• Small Learning Communities with smaller class sizes and lower student to counselor ratios.
• Social and Environmental Justice Focus.

This job primarily operates on a school site and in classrooms and utilizes typical office equipment (computers, phones, photocopiers, etc.). Physical demands include: positioning to lift (should be able to lift up to 30 pounds to waist high), carry, push, and/or pull, kneel, stoop, crouch and bend. Generally, the job is 60% Stationary and 40% moving/traversing. Travel required for visits to other local school sites or the Home Office (as needed).

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. ECS does not discriminate against individuals on the basis of age, actual or perceived race, actual or perceived gender, ethnicity, national origin, religion, disability, or sexual orientation. ECS complies with the Americans with Disabilities Act to ensure equal access to all qualified individuals with a disability. If you have any questions, please contact the Human Resource Administrator at View phone number on ziprecruiter.com.