Executive Administrative Assistant

Description The Executive Administrative Assistant provides comprehensive administrative and leadership support to the Headmaster by managing schedules, coordinating meetings, preparing reports and communications, and supporting school operations, events, and initiatives. This role oversees front office and registrar functions, coordinates field trips, provides testing support, and ensures completion of district reports in Reportwell. The position serves as a key liaison among administration, staff, students, and families while maintaining confidentiality and professionalism. Responsibilities include managing communication systems, supporting financial and operational processes, coordinating guest teacher usage, assisting with school calendar development, supporting PTO collaboration, organizing volunteer involvement, and improving operational efficiency initiatives. The Executive Administrative Assistant also oversees administrative workflows and direct-report task completion, supports data and system management, completes special projects, and ensures effective communication and alignment with the school’s mission. Compensation and Benefits Full-time, Exempt Salary based on education and experience Eligible for health, dental, vision, retirement, and paid leave benefits Requirements High school diploma required; Associate’s or Bachelor’s degree in Business Administration, Education, or a related field preferred Minimum 3–5 years of experience in a professional office setting, preferably in an administrative or executive support role Proven experience as an administrative assistant or in a similar role, preferably supporting senior leadership and/or in an educational setting Demonstrated experience coordinating projects, managing workflows, or supporting operational functions Strong leadership and interpersonal skills, with the ability to coordinate staff, volunteers, and cross-functional teams Strong computer skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and Google Workspace Experience with administrative and communication platforms (e.g., PowerSchool, MailChimp, Monday.com, or similar systems) preferred Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment with frequent interruptions Excellent organizational, time management, written, and verbal communication skills Ability to work independently and collaboratively within a team Strong problem-solving skills, attention to detail, and ability to follow through on tasks and projects High level of discretion and ability to maintain confidentiality Financial awareness and ability to support budget tracking, procedures, and resource management Ability to learn new systems, manage data, and oversee administrative processes Positive attitude and commitment to supporting the school’s mission Flexibility to support occasional evening or school events as needed Duties and Responsibilities Provide comprehensive administrative support to the Headmaster, including managing calendars, scheduling meetings, and coordinating trainings and events Lead and manage administrative workflow, including oversight of assigned personnel and delegation of daily, weekly, monthly, and annual tasks Oversee Front Office and Registrar staff, ensuring efficient daily operations, accurate student records management, and high-quality family and student service Prepare, organize, and format reports, presentations, certificates, programs, and correspondence, including honor roll, culmination, and recognition materials Manage school communication systems, including MailChimp, PowerSchool, email communications, and the school’s general inbox, ensuring accurate distribution of newsletters, announcements, emergency notifications, and community updates Serve as the primary point of contact for school communications, enforcing communication pathways, responding to inquiries, and coordinating appointments with school administration Coordinate and maintain the annual school calendar, event schedules, building use requests, and logistics for school programs, screenings, testing, photography, school-wide events, and field trips Coordinate and support school events and initiatives, including culmination programs, screenings, conferences, staff recognition, PTO activities, and school-wide programs aligned with strategic goals In collaboration with the Headmaster, coordinate PTO involvement and activities to align with school needs and priorities Support Board meetings, leadership meetings, and administrative team meetings by assisting with meeting logistics Manage office operations, including ordering and maintaining supplies, overseeing administrative and program budgets, reconciling accounts as assigned, and ensuring efficient workflow within administrative spaces Demonstrate financial awareness in managing budgets, procedures, and communication expectations Maintain school data, reports, website content, and internal systems, including managing staff accounts, directories, photos, bios, and administrative platforms such as Monday.com and Reportwell Complete and submit required District reports in Reportwell in an accurate and timely manner, ensuring compliance with all reporting deadlines and requirements Assist with student and staff programs and operational functions, including guest teacher coordination and planning to maximize effectiveness, student recognition programs, testing support, training coordination, and staff engagement initiatives Provide coordination and logistical support for school-wide testing programs, including scheduling, staffing support, materials preparation, and communication with stakeholders Identify tasks that can be supported by volunteers; recruit, organize, and manage volunteers to assist with school operations and events Engage families by developing and implementing systems (including during registration) to identify volunteer interests and increase family involvement Develop and implement initiatives to improve operational efficiency, including planning and piloting programs such as increased carpool participation Serve as a liaison between administration, staff, students, families, and external partners, ensuring professional, timely, and effective communication Conduct research, generate reports, and complete special projects to support school leadership and operational needs Maintain confidentiality and handle sensitive information with discretion Perform other related duties as assigned by the Headmaster Essential Job Functions Executive support and leadership coordination Administrative workflow oversight, including task delegation and personnel support Document, report, and communication preparation and management School-wide communication systems management and liaison responsibilities Event, calendar, and initiative planning and coordination Office operations, budget support, and organizational management Volunteer, family engagement, and community coordination Data management, reporting, and administrative systems oversight Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Competencies Strong planning, organizational, and time management skills Professional preparation, initiative, and commitment to continuous growth Excellent written and verbal communication skills, with the ability to tailor messaging to different audiences Leadership and team coordination skills, including the ability to delegate, monitor progress, and support personnel Critical thinking and problem-solving skills with sound judgment and decision-making ability Ability to manage multiple priorities in a fast-paced environment with frequent interruptions Strong interpersonal skills and the ability to build positive, professional relationships with staff, students, families, and external partners High level of discretion, professionalism, and ability to handle confidential information Financial awareness and ability to support budget tracking, procedures, and resource allocation Ability to work independently while collaborating effectively with staff and administration Proficiency with technology and the ability to learn and manage multiple software platforms and systems Project management and event coordination skills, including planning, execution, and follow-through Work Environment and Physical Requirements Work primarily performed in school offices and administrative spaces Frequent talking, hearing, and computer work required; occasional standing, walking, or sitting Ability to lift and/or move light office supplies and equipment occasionally Moderate noise level in the work environment Mental functions include interpersonal communication, organization, analysis, and coordination Disclaimer This job description is not intended to include all duties, responsibilities, or qualifications required of the employee. Duties and responsibilities may change at any time, with or without notice.