Executive Assistant

Jobtailor; Irving (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Great Hearts Texas is seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Superintendent. You will help organize executive office activities, events, compliance processes, and reporting, coordinating schedules, meetings, site visits, and interviews.

The role requires strong calendar management, travel coordination, and meticulous record-keeping, including handling Public Information Act requests, grant documentation, and sensitive

Qualifications

• Bachelor's degree or 5 years of experience as an Executive Assistant preferred
• Prior education or non-profit related experience preferred
• Excellent interpersonal communication skills and ability to build strong relationships
• Ability to remain professional with internal and external customers
• Strong judgment and discretion with sensitive and confidential matters
• Proficiency with Excel, Word, Outlook, and PowerPoint
• Ability to take initiative and work productively with minimal direction or multiple demands
• Strong organization, attention to detail, and time management skills
• Must possess or obtain valid Texas Department of Public Safety fingerprint clearance
• Will be required to travel to San Antonio, Texas
• US Work Authorization is required
• Successful completion of a criminal history background check and fingerprint clearance required

Responsibilities

• Provide high-level administrative and operational support to the Superintendent of Great Hearts Texas
• Support organization, planning, and coordination of executive office activities, events, compliance processes, and reporting requirements
• Schedule and coordinate meetings, site visits, interviews, and other activities
• Manage multiple calendars and stakeholder contact lists
• Book travel arrangements and prepare itineraries
• Serve as administrative point of contact for Public Information Act requests
• Track PIA requests, deadlines, responsibilities, correspondence, costs, and final disposition
• Coordinate collection, organization, and production of records responsive to PIA requests
• Track statutory, regulatory, and organizational reporting deadlines
• Support Texas Education Agency educator misconduct reporting and maintain submission records
• Prepare, edit, format, and compile correspondence, reports, presentations, and other documents
• Conduct research and compile information for the Superintendent, leadership team, and Board
• Maintain confidential personnel, legal, student, and other sensitive records
• File and retrieve documents and reference materials
• Work independently and with teams on projects and events
• Read and analyze incoming memos, submissions, and reports and determine distribution
• Create and develop presentations
• Provide support to lead office staff
• Liaise with departments, outside agencies, board members, donors, school leaders, faculty, and staff
• Assist with Great Hearts Texas events, community engagement initiatives, invitations, logistics, and vendor coordination
• Support grant applications and compliance documentation
• Update and maintain office policies and procedures
• Perform general office duties, including supplies, records, and database systems
• Travel locally for training and professional development as needed
• Perform other duties as assigned

Skills

Executive Support

Time Management

Interpersonal Skills

Discretion

Education

Bachelor's degree or 5 years of EA experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Document Management

Calendar Management

Travel Coordination

Job description

• Provide high-level administrative and operational support to the Superintendent of Great Hearts Texas


• Support organization, planning, and coordination of executive office activities, events, compliance processes, and reporting requirements


• Schedule and coordinate meetings, site visits, interviews, and other activities


• Manage multiple calendars and stakeholder contact lists


• Book travel arrangements and prepare itineraries


• Serve as administrative point of contact for Public Information Act requests


• Track PIA requests, deadlines, responsibilities, correspondence, costs, and final disposition


• Coordinate collection, organization, and production of records responsive to PIA requests


• Track statutory, regulatory, and organizational reporting deadlines


• Support Texas Education Agency educator misconduct reporting and maintain submission records


• Prepare, edit, format, and compile correspondence, reports, presentations, and other documents


• Conduct research and compile information for the Superintendent, leadership team, and Board


• Maintain confidential personnel, legal, student, and other sensitive records


• File and retrieve documents and reference materials


• Work independently and with teams on projects and events


• Read and analyze incoming memos, submissions, and reports and determine distribution


• Create and develop presentations


• Provide support to lead office staff


• Liaise with departments, outside agencies, board members, donors, school leaders, faculty, and staff


• Assist with Great Hearts Texas events, community engagement initiatives, invitations, logistics, and vendor coordination


• Support grant applications and compliance documentation


• Update and maintain office policies and procedures


• Perform general office duties, including supplies, records, and database systems


• Travel locally for training and professional development as needed


• Perform other duties as assigned

Requirements

• Bachelor's degree or 5 years of experience as an Executive Assistant preferred


• Prior education or non-profit related experience preferred


• Excellent interpersonal communication skills and ability to build strong relationships


• Ability to remain professional with internal and external customers


• Strong judgment and discretion with sensitive and confidential matters


• Proficiency with Excel, Word, Outlook, and PowerPoint


• Ability to take initiative and work productively with minimal direction or multiple demands


• Strong organization, attention to detail, and time management skills


• Must possess or obtain valid Texas Department of Public Safety fingerprint clearance


• Will be required to travel to San Antonio, Texas


• US Work Authorization is required


• Successful completion of a criminal history background check and fingerprint clearance required

Core Competencies

Demonstrates strong organizational and administrative capabilities, including proficiency in managing executive schedules, coordinating compliance processes, and maintaining sensitive records. Exhibits excellent interpersonal communication skills and the ability to work independently while supporting various stakeholders.

Highest-signal resume keywords

• Executive Support


• Compliance Coordination


• Document Preparation


• Interpersonal Communication


• Time Management

Hard Skills

• Document Management


• Calendar Management


• Travel Coordination


• Research Compilation


• Presentation Development


• Data Entry


• Record Keeping


• Compliance Documentation


• Event Coordination


• Office Administration

Soft Skills

• Interpersonal Skills


• Professionalism


• Judgment


• Attention to Detail


• Initiative

Certifications & Qualifications

• Texas Department of Public Safety Fingerprint Clearance

Industry Keywords

• Education


• Non-Profit


• Public Information Act


• Stakeholder Engagement


• Grant Applications

Tools & Technologies

• Microsoft Excel


• Microsoft Word


• Microsoft Outlook


• Microsoft PowerPoint