Administrative Assistant

Administrative Assistant

Global Village Academy Collaborative (GVAC) is seeking a highly organized, detail-oriented Administrative Assistant to support the Executive Director and the broader GVAC team. This position plays an important role in coordinating board activities, maintaining organizational records and policies, supporting meetings and events, and ensuring that internal and external communications remain accurate and up to date.

The ideal candidate is proactive, dependable, and comfortable working independently in a primarily remote environment while collaborating with school leaders, board members, and staff across our organization. This is an opportunity for an administrative professional who enjoys keeping projects organized, improving administrative processes, and helping a team operate effectively.

What You'll Do

Policy and Administrative Coordination

• Organize GVAC and school board policies, identify potential duplication or outdated information, and coordinate updates with appropriate stakeholders.
• Maintain a policy review calendar and track review deadlines, revisions, and approvals.
• Organize electronic records, shared documents, and administrative resources to support efficient operations.
• Provide administrative support to the Executive Director and the full GVAC team on projects and recurring organizational needs.

Meetings and Events

• Schedule team and school leader meetings, reserve meeting spaces, and coordinate catering and lunches.
• Prepare and organize materials for meetings, professional development sessions, and organizational events.
• Maintain the internal calendar and coordinate meeting logistics, schedules, and communications.
• Assist with special projects and events as needed.

Website and Communications

• Update website news sections weekly and maintain designated website pages.
• Distribute approved marketing flyers and submit event announcements to community calendars, event boards, newspapers, and other outlets.
• Assist with preparing, proofreading, formatting, and distributing organizational communications and informational materials.
• Coordinate with team members to ensure published information is accurate, current, and appropriately approved.

General Administrative Support

• Maintain organized electronic files and administrative records.
• Respond to routine inquiries and direct requests to the appropriate team member.
• Assist with document preparation, supply ordering, research, scheduling, and other administrative tasks.
• Handle sensitive information with discretion and maintain appropriate confidentiality.

Board and Governance Support

• Coordinate board meeting preparation, including agendas, meeting materials, draft minutes, and follow-up items.
• Prepare documents for review and approval by the appropriate leadership or board representatives, track approval status, and publish approved materials in Diligent (BoardDocs).
• Support board member onboarding and provide basic training and ongoing assistance with Diligent.
• Maintain board calendars, records, and meeting documentation in accordance with established procedures.

What We're Looking For

• High school diploma or equivalent required.
• Five years of administrative support experience preferred, including office administration, clerical support, reception, bookkeeping, or related work.
• Experience supporting boards, committees, executive leadership, or governance activities preferred.
• Experience with Diligent (BoardDocs) or similar board management software preferred.
• Strong written and verbal communication skills, including the ability to prepare accurate meeting notes and professional documents.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Proficiency with standard office technology, electronic calendars, shared documents, virtual meeting platforms, and common office applications.
• Ability to work independently, take initiative, follow through on assignments, and collaborate effectively with a diverse team.
• Sound judgment and the ability to maintain confidentiality.
• Website content management, event coordination, and policy administration experience are a plus.
• Bilingual or additional language skills preferred.

Work Environment and Schedule

This position is primarily remote and offers the opportunity to work independently while supporting a collaborative, multi-school organization.

• Approximately 30 hours per week across 220 scheduled workdays annually.
• Periodic in-person attendance at GVAC and affiliated school locations for meetings, professional development, and events.
• Reliable internet access and an appropriate remote workspace are required.
• Flexibility to accommodate scheduled board meetings, organizational events, and time-sensitive responsibilities is necessary.

Employment Requirements

Employment is contingent upon successful completion of the required criminal background check and satisfaction of applicable employment requirements.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Regular attendance is required for this position.

Global Village Academy shall not discriminate in its employment or hiring practices on the basis of race, color, sex, age, religion, creed, citizenship, national origin, ancestry, genetic information, marital status, sexual orientation, gender identity or expression, disability, or any other characteristic prohibited by law. GVA is committed to cultural diversity among school personnel as a means of enriching the educational experience. GVA shall identify, solicit, and consider applicants for employment from a broad spectrum of qualified individuals who will contribute to that effort.

Relocation is not provided for this position.