Executive Administrative Assistant

Description

 Job Title 

Executive Administrative Assistant 

Organization 

Exploration Elementary Charter School for Science and Technology 

Reports To 

Director of Finance and Operations (DFO)

Duration 

12-Month Position 

Salary

$50,00 - $55,000

Position Summary  

 The Executive Administrative Assistant is a confidential position that provides high-level administrative support to the Principal and to the Director of Finance and Operations, ensuring efficient operation and communication within the school. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities with discretion and professionalism. 

Key Responsibilities

Administrative Support:

•  Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications, including phone calls, emails, and mail.
• Organize and coordinate meetings, including preparing agendas, distributing materials, and taking minutes.
• Serve as the Clerk to the Board of Trustees, including attending board meetings, preparing the board meeting agenda and taking the official notes of the meetings. 

Project Management

• Assist with special projects and initiatives as needed.
• Assist with the preparation of reports and presentations. 
• Attain final approvals of orders and submit orders as approved.
• Prepare the daily substitute form and distribute to the school. 
• Submit the payroll journal for approval.
• Maintain the human resources employee files.
• Reconcile receivables and payables.
• Serve as a liaison to vendors or contract representatives.
• Assist with audits.

Office Management:

• Assist Operations Team with supplies inventory and order items as needed.
• Ensure the Executive Office Suite is  organized, presentable, well-supplied.
• Maintain the Executive Conference Room calendar.
• Direct employees to the appropriate resources, as needed.

Confidentiality and Discretion : 

• Handle sensitive information with the utmost confidentiality and discretion
• Maintain a high level of professionalism and integrity.

Performs other duties assigned by DFO or the Principal. 

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility.

Requirements

Qualifications

Education:

• Associate Degree in Administrative/Legal Assistant or a related field.

Experience:

• Minimum of 3 years of experience in an administrative support role, preferably supporting senior executives.

Skills:

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and Google Suites. 
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.

Attributes:

• Professional demeanor and appearance.
• High level of integrity and ability to maintain confidentiality.
• Proactive and self-motivated with a strong work ethic.
• Excellent interpersonal skills and the ability to work collaboratively with diverse teams.

Working Conditions

Physical Requirements:

• Ability to sit for extended periods and perform repetitive tasks.
• Occasionally required to lift and carry office supplies and equipment.

Work Environment:

Typical office environment with standard office equipment.

Additional Details

The hiring process for this position will require you to perform a fingerprinted background check through the New York State TEACH System. Any written or verbal offer is contingent on satisfactory results, as determined by NYS Education Department.   Exploration does not discriminate based on race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, educational programs, and school events/activities. Exploration promotes diversity and provides equal opportunity for qualified applicants. Explorati