Executive Assistant

Apploi; Village of Lawrence (NY); On-site; USD 47,000 - 52,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

403(b) matching

Other benefits

Job summary

The Executive Assistant at HAFTR in Lawrence, NY provides essential administrative and logistical support across school functions, with a strong focus on PTA coordination, board relations, parent communications, and transportation logistics. This role acts as a central hub for parents, board members, and school leadership to ensure smooth daily operations and special programs.

Responsibilities include PTA calendar support, executive and board administration, parent communications, and

Qualifications

• Prior administrative support experience or related field.
• Excellent communication with parents, board members, and vendors.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide admin support across school functions, with PTA coordination and calendar management.
• Support executive leadership and board communications; manage calendars and meeting logistics.
• Coordinate parent communications, school phone book, and quarterly class card mailings.
• Organize transportation logistics for daily drops/picks and field trips.

Skills

Organizational skills

Written and verbal communication

Confidentiality

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office (Excel advanced)

Google Suite

Job description

The Executive Assistant position is responsible for providing essential administrative, logistical, and clerical support across multiple school functions, with a heavy emphasis on PTA coordination, board relations, parent communications, and transportation logistics. Operating under the highest standards of efficiency and confidentiality, this position acts as a central hub for parents, board members, and school leadership to ensure daily operations and special school programs run smoothly.

Core Responsibilities

PTA & Calendar Support:

• Manage PTA operations by coordinating communication, ordering supplies as requested by PTA presidents, and ensuring incoming materials are distributed to the correct locations.
• Oversee data tracking by collecting, organizing, and managing participant information from various PTA sign-up activities.
• Secure calendar sponsorships by managing targeted email outreach campaigns to families, local businesses, and donors.

Executive & Board Administration:

• Provide administrative support to executive leadership, including screening incoming phone calls and managing calendar entries.
• Maintain board communications by keeping the official board members list up to date and distributing virtual meeting links in a timely manner.
• Coordinate the Bar/Bat Mitzvah calendar to ensure all milestones and school events are accurately tracked and scheduled without conflict.

Parent Communication & Media Production:

• Serve as a primary point of contact for the parent body by answering general inquiries, updating address changes, and directing parents to the appropriate department.
• Produce the school phone book from end to end, which includes running parent roster spreadsheets for the printer and soliciting advertising sponsors via email.
• Distribute student progress materials by coordinating the quarterly mailing of class cards to parents.

Transportation Logistics:

• Organize daily transit operations by coordinating safe and efficient morning drop-offs and afternoon pickups for the student body.
• Coordinate event transportation by arranging logistics, buses, and schedules for field trips, athletic games, and off-site school excursions.

Qualifications

• Prior experience in administrative support, school operations, executive assistance, or a related field
• Proficiency with Microsoft Office (specifically advanced Excel for roster management) and Google Suite
• Strong organizational and logistical skills, with the ability to manage multiple overlapping timelines and events
• Excellent written and verbal communication skills, particularly when interacting with parents, board members, and external vendors
• Ability to maintain strict confidentiality regarding student, family, and institutional records
• Experience in a tuition-based school, nonprofit, or community organization is preferred

Location: Lawrence, NY

Employment Type: Full-Time, On-Site

Schedule: Option to work 8:00am - 4:00pm or 8:30am - 4:30pm

Salary: $47,000 - $52,000

This pay range serves as a good faith estimate of the base pay for the role. The final salary offered will be determined by a candidate’s qualifications, skills, and experience

HAFTR offers a total compensation package that includes medical, dental, and vision coverage, 403(b) matching, and a range of other benefits. Benefits are provided according to the terms of each individual benefit plan

HAFTR is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by law. This policy applies to all aspects of employment including hiring, promotion, compensation, benefits, discipline and termination