Executive Assistant - Business Services

Job DetailsLevel: ExperiencedJob Location: North Campus Offices - Orange, CA 92865Position Type: Full-time/ 12 monthsEducation Level: 4 Year DegreeTravel Percentage: NegligibleJob Shift: DayJob Category: EducationPOSITION SUMMARY

Under general direction and with considerable independence, the Executive Assistant - Business Services provides high-level administrative and operational support while serving as a trusted partner to the Chief Executive Officer. The Executive Assistant ensures effective coordination of executive priorities, board governance activities, communications, and organizational follow-through, while also supporting key administrative functions within the Business Services office. The Executive Assistant manages the flow of information to and from the CEO’s office, coordinates leadership meetings and board activities, and helps ensure the CEO is prepared for key organizational decisions and engagements. In addition, the role provides administrative coordination for Business Services operations, including research, preparation of reports, information requests, and office support functions.

Reports to: Chief Executive Officer

Supervises: None

ESSENTIAL DUTIES

Executive Leadership Support

Manage and prioritize the CEO's calendar and scheduling needs
Coordinate preparation for leadership, board, and committee meetings
Prepare agendas and assist with board calendar management
Compile reports and briefing materials for executive and board use
Manage correspondence and communications from the CEO's office
Track and follow up on items and commitments from meetings and leadership discussions
Manage the flow of information to and from the CEO's office

Business Services Administrative Support

Assist with the preparation of reports, research, and documentation related to Business Services operations
Coordinate administrative systems, forms, and office procedures
Maintain centralized systems for Business Services policy management
Assist with budget planning and expenditure tracking
Prepare purchase orders, requisitions, and maintain appropriate records
Coordinate clerical support activities across Business Services functions
Manage supply ordering and general office operations as needed

General Administrative Support

Greet visitors and direct them appropriately
Schedule meetings and arrange conference calls
Answer and direct phone calls
Collect and distribute incoming mail
Attend meetings as requested to record minutes

ADDITIONAL DUTIES

All other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education

Bachelor’s degree (BA/BS) or equivalent professional experience 

Experience

Seven years of progressively responsible experience in executive-level support or business operations, with a proven track record of managing complex administrative workflows

LICENSES, CERTIFICATES, AND CLEARANCES

Valid Fingerprinting, CPR, TB, and First Aid Certifications
Ministry Safe Clearances
CA Driver's License

KEY COMPETENCIES

Knowledge

Understand the relationship between the CEO, the Board of Directors, and various committees (how decisions are made and documented).
Fundamental knowledge of Accounts Payable (AP), purchase orders (PO), and the lifecycle of an expenditure within a school budget
Formal meeting procedures for accurately recording minutes and managing board agendas
Understanding how school policies are drafted, approved, and archived for legal and operational compliance

Skills and Abilities

The ability to not just "input dates", but to proactively protect the CEO's time, anticipate "buffer" needs, and prioritize high-value meetings
Draft professional correspondence and board-level reports that reflect the CEO's voice and the school's brand
Using spreadsheets (Excel and Google Sheets) to monitor budgets, track expenditures against projections, and flag variances
Using tools like Asana to track "follow-up items" from leadership meetings through to completion
The skill to organize digital and physical files (Business Services policy management) so they are easily searchable and secure
A high-level readiness to anticipate the administrative needs of the executive office, ensuring that all meeting materials, follow-up items, and critical information are prepared and vetted well in advance of the need
Navigate complex interpersonal dynamics when managing the "flow of information" to and from the CEO's office
Staying calm and professional when a schedule shifts at the last minute or when "gatekeeping" for the CEO with high-profile visitors
The ability to draft sophisticated, professional c