Executive Administrative Assistant

Hutchison School; Memphis (TN); On-site; USD 50,000 - 70,000; Full time

Job summary

An educational institution in Memphis, Tennessee, is seeking an Executive Administrative Assistant to provide high-level clerical and administrative support. The ideal candidate will manage complex schedules, coordinate communications, and administer key operational processes. Applicants should possess a Bachelor's degree, at least 5 years of relevant experience, and strong organizational and communication skills. This role requires discretion and the ability to resolve administrative issues effectively. A proficiency in Google Suite is essential.

Qualifications

• Minimum of 5 years experience in an administrative role.
• Ability to manage multiple priorities and deadlines with attention to detail.
• Proven ability to handle sensitive and confidential information.

Responsibilities

• Provide comprehensive administrative support to the Head of School and Assistant Head of School.
• Efficiently manage complex calendars and coordinate meetings.
• Administer personnel-related processes and manage substitute teacher coordination.

Skills

Organizational skills

Communication skills

Technical proficiency

Problem-solving

Judgment and discretion

Education

Bachelor’s degree

Advanced degree or professional certification preferred

Tools

Google Suite

Job description

Purpose: The Executive Administrative Assistant provides essential high-level clerical and administrative support to the Head of School, Assistant head of School and the Academic Dean ensuring the smooth and efficient operation of the school office. This role requires strong organizational skills, discretion, and the ability to manage critical administrative processes and communications for the school.

Essential Functions:

• Executive Support and Communication Management: Provide comprehensive administrative support to this specific admin team, managing all professional documentation, drafting key correspondence, and organizing materials to facilitate executive decision-making.
• Schedule, Logistics, and Event Coordination: Efficiently manage complex calendars, coordinate internal and external meetings, and work with the events coordinator for Head of School events.
• Work directly with Assistant Head of School to schedule construction meetings and construction communications.
• Human Resources and Operational Process Support: Administer key operational processes, including the accurate processing of personnel-related forms (e.g., attendance and leave) and managing the end-to-end coordination and reporting for substitute teachers.
• Serve as Board of Trustees contact for Head of School; coordinate set up for Board meetings.
• Cultural Contribution and Positive Representation: Contribute to a positive and professional work environment, serving as a welcoming and encouraging resource to students, colleagues, and parents.
• Fulfills other duties and responsibilities assigne d.

Qualifications

• Bachelor’s degree with an advanced degree or professional certification preferred.
• Minimum of 5 years experience
• Communication Excellence: Excellent verbal and written communication skills with the ability to interact professionally and effectively with students, colleagues, and parents.
• Organizational Mastery: Demonstrated ability to manage multiple priorities, projects, and deadlines with strong attention to detail.
• Technical Proficiency: Must demonstrate advanced competency with the Google suite and the ability to learn new database or school management systems quickly.
• Judgment and Discretion: Proven ability to handle sensitive and confidential information with the utmost professionalism and discretion.
• Problem-Solving: Ability to apply common sense understanding and carry out instructions furnished in written, oral, or diagram form, proactively identifying and resolving administrative issues.