Executive Assistant - Part time

Job Description

Job Description

Position Summary

Elsie Whitlow Stokes Community Freedom Public Charter School is seeking a highly organized, proactive, and tech-savvy professional to join our team as a Part-Time Executive Assistant to the CEO/Head of Schools . Guided by our school's commitment to Leading with Love , this role provides high-level administrative, organizational, and strategic support to ensure the efficient management of the CEO’s time, communications, calendars, and organizational priorities. The successful candidate will operate with a high degree of emotional intelligence, discretion, and proactive tracking to protect the CEO's time and keep the Office of the CEO running smoothly. This is a 12-month, hybrid position with a predictable part-time schedule (typically Monday–Friday, 8:00 a.m. – 12:00 p.m.).

Key Duties & Responsibilities

• Calendar & Meeting Management: Manage, optimize, and maintain the CEO’s complex calendar. Proactively resolve scheduling conflicts, protect meeting preparation time, and gather all necessary agendas, reports, and background materials in advance.
• Communications & Inbox Triage: Monitor, organize, and prioritize the CEO’s inbox. Flag time-sensitive items, track required follow-ups, and draft professional correspondence, memos, and emails on behalf of the CEO.
• Project & Accountability Tracking: Maintain a rigorous system for tracking the CEO's tasks, deadlines, and deliverables. Proactively follow up with staff and external parties to ensure commitments are completed on time.
• Executive Liaison: Serve as a collaborative administrative liaison between the CEO and the Executive Leadership Team, Board of Trustees, school staff, families, and external stakeholders.
• Digital Productivity & Records: Utilize Microsoft 365 tools (Word, Excel, PowerPoint, Teams, SharePoint, OneDrive) and approved AI tools to continuously improve office workflows and maintain secure, confidential digital filing systems.
• Event & Travel Coordination: Assist with coordinating the CEO’s participation in school events, board meetings, conferences, and travel logistics as needed.

Required Education

• Minimum Education: Associate degree required.
• Preferred Education: Bachelor’s degree preferred.

Qualifications & Core Competencies

• Experience: Minimum of 3 years of progressive administrative support or office management experience. Prior experience supporting an executive leader in a K-12 school system, charter school network, or non-profit environment is highly preferred.
• Technical Proficiency: Advanced skills in the Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint). Comfort learning and adopting new task-management platforms and productivity workflows.
• Organization & Detail: Exceptional organizational skills and an unmatched attention to detail. Ability to prioritize assignments and manage multiple responsibilities simultaneously.
• Proact ive Problem Solving: A strong knack for anticipating administrative needs, managing up, and taking initiative without requiring constant direction.
• Confidentiality & Judgment: Ability to exercise sound judgment and maintain strict confidentiality regarding sensitive school, board, personnel, and legal matters.

Compliance Notice

Employment is contingent upon the successful completion of a comprehensive background check, FBI fingerprinting, and a Child Protection Register clearance in compliance with DC Public Charter School regulations. This position is a Mandated Reporter for child abuse and neglect under DC law.

Equal Opportunity Employer

Elsie Whitlow Stokes Community Freedom Public Charter School provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetics, or any other protected trait under federal or District of Columbia law.