Executive Assistant to the Assistant Superintendent

Beta Academy; United States; On-site; USD 40,000 - 48,000; Full time

Job summary

Beta Academy is seeking an Executive Assistant to support the Assistant Superintendent. You will manage calendars, prepare materials, and coordinate meetings and events to ensure orderly operations across campuses.

The role emphasizes confidentiality, professional communication, and the ability to handle multiple priorities with discretion. This 12-month, onsite position supports a fast-paced educational environment and school-wide initiatives.

Qualifications

• High school diploma or equivalent.
• 3+ years of professional administrative or executive support.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to manage calendars and multiple projects.
• Discretion and confidentiality.

Responsibilities

• Maintain and organize the Assistant Superintendent's calendar across campuses and events.
• Prepare agendas, documents, and materials for meetings.
• Capture notes, decisions, action items, and deadlines during meetings.
• Draft professional emails and communications with accuracy.
• Coordinate trainings, events, and travel logistics.
• Support purchasing and administrative tasks as needed.

Skills

Executive Administrative Support

Organization & Attention to Detail

Written & Verbal Communication

Calendar & Scheduling Management

Meeting & Event Coordination

Presentation & Document Preparation

Task & Deadline Management

Time Management

Technology & Digital Tools

Education

High school diploma or equivalent

Tools

Google Workspace

Microsoft Office

Job description

Job Description

Executive Assistant to the Assistant SuperintendentBeta Academy is a Title I Schoolwide program I understand that part or all of this position may be funded with federal funds This is a 12 month position

Mission

The mission of the Executive Assistant to the Assistant Superintendent is to increase the capacity and effectiveness of the Assistant Superintendent through exceptional organization preparation communication and follow through The Executive Assistant ensures that calendars meetings materials action items trainings events and administrative responsibilities are thoughtfully coordinated and executed at a standard reflective of Beta Academys commitment to excellence Reports ToAssistant Superintendent

Outcomes

Meet Executive Organization & Calendar Goals Maintain an accurate organized and current calendar for the Assistant SuperintendentEnsure meeting conflicts preparation needs deadlines and scheduling concerns are identified proactivelyEnsure the Assistant Superintendent is prepared for meetings trainings school visits presentations and events with necessary materials available in advanceMaintain zero missed meetings deadlines or commitments due to administrative oversight2 Meet Meeting & Follow Through Goals Capture 100 of assigned meeting action items and maintain an organized system for tracking deadlines responsible parties and completionSend agendas materials invitations and meeting information within established timelinesComplete assigned follow up from meetings accurately and on timeMaintain clear visibility of upcoming priorities deadlines and outstanding tasks for the Assistant Superintendent3 Meet Communication & Quality Goals Produce written communication that is professional grammatically correct accurate and aligned with the voice and standards of the Assistant Superintendent and Beta AcademyProofread assigned emails documents presentations agendas reports and other materials before distributionEnsure materials prepared for internal and external audiences are polished organized and professionalMaintain confidentiality and exercise discretion with sensitive scholar staff family and organizational information4 Meet Presentation & Material Preparation Goals Create professional visually polished slide decks and materials that reflect the standard of excellence expected of the Assistant Superintendents officeEnsure presentations are accurate grammatically correct visually consistent and ready by established deadlinesPrepare agendas handouts sign in materials forms documents and supporting resources for meetings and trainings as assignedComplete requested revisions accurately and within established timelines5 Meet Training Meeting & Event Coordination Goals Ensure assigned trainings meetings book clubs school visits and events are fully prepared prior to the scheduled start timeCoordinate rooms technology materials food supplies invitations attendance needs and other logistics as assignedConfirm logistics in advance and communicate changes promptlyEnsure meeting and training spaces are prepared to Beta Academy standards6 Meet Purchasing & Administrative Goals Submit assigned purchase orders reimbursements registrations and administrative requests accurately and within established timelinesMaintain receipts and required supporting documentationCoordinate approved orders printing supplies deliveries food and materialsMaintain accurate and organized records for assigned administrative responsibilities

Role Based Competencies

Executive Administrative SupportOrganization & Attention to DetailWritten & Verbal CommunicationGrammar Proofreading & EditingCalendar & Scheduling ManagementMeeting & Event CoordinationPresentation & Document PreparationTask & Deadline ManagementTime Management & PrioritizationTechnology & Digital ToolsProfessional Judgment & ConfidentialityCustomer ServiceProblem Solving & Resourcefulness

Beta Culture Competencies

JoyCulture of HonorCourageous ConversationsIntegrityHigh StandardsTeamwork

Job Responsibilities

Executive & Calendar Support Maintain and organize the Assistant Superintendents calendar including meetings school visits trainings events deadlines and professional commitmentsSchedule and coordinate meetings across campuses departments and external organizations as directedAnticipate scheduling conflicts and communicate concerns before they create disruptionsReview upcoming calendar commitments and identify materials preparation travel time or other needsSend calendar invitations with accurate locations links agendas attachments and relevant informationCoordinate changes and cancellations promptly and professionallyMaintain an organized system of reminders for important deadlines and commitmentsAssist the Assistant Superintendent with maintaining visibility of immediate weekly and long term priorities2 Meeting Preparation & Follow Through Prepare agendas documents presentations reports handouts and supporting materials for meetingsAttend meetings as requested to capture notes decisions action items responsible parties and deadlinesMaintain an organized action item tracker for meetings supported by the Assistant SuperintendentSend meeting materials and follow up communication as directedTrack assigned follow up items and provide the Assistant Superintendent with clear updates regarding outstanding tasks and deadlinesOrganize documents and information needed for principal meetings leadership meetings professional development school visits and other activitiesAssist with scheduling follow up meetings and next steps3 Written Communication Grammar & Quality Control Draft emails letters agendas invitations forms talking points and other communication as assignedProofread communications for grammar spelling punctuation clarity tone formatting and accuracyReview assigned documents and presentations for consistency and professionalism prior to distributionEnsure names dates times locations links and other details are accurate before materials are sharedMaintain professional written and verbal communication with principals Magic Makers families vendors community partners and guestsMaintain the voice professionalism and high standards expected of communication originating from the Assistant Superintendents office4 Presentation & Document Creation Create and format professional slide decks for trainings leadership meetings presentations book clubs school visits and special projectsEnsure presentations reflect Beta Academys visual and professional standards and the level of excellence expected of the Assistant Superintendents officeTransform information provided by the Assistant Superintendent into clear organized visually effective presentations and materialsCreate agendas handouts forms trackers sign in sheets certificates schedules and other materials as requestedMake revisions promptly based on feedbackMaintain organized electronic files so frequently used presentations templates documents and resources can be easily located5 Training Meeting & Event Coordination Coordinate logistics for trainings meetings professional development book clubs training activities as assignedReserve and prepare meeting spacesCoordinate technology presentations materials supplies signage seating and other logistical needsCoordinate food and refreshments including ordering and picking up lunches for book clubs trainings meetings and other activitiesCreate and manage invitations RSVPs attendance lists sign in materials and remindersConfirm meeting and event logistics in advanceEnsure spaces and materials are ready before participants or guests arriveAssist with setup and breakdown as needed6 Purchasing & Administrative Support Prepare and submit purchase orders for approved purchasesCoordinate approved registrations orders supplies printing food materials and deliveriesMaintain receipts invoices purchase documentation and other required recordsTrack orders and follow up on delayed or missing itemsAssist with reimbursement documentation and administrative formsCoordinate with Finance Operations Human Resources and other departments to complete assigned administrative tasksDrive to local businesses or location as needed to pick up food materials supplies or other items required for meetings trainings and events7 Project & Task Support Maintain organized task lists timelines and trackers for projects assigned by the Assistant SuperintendentBreak assigned projects into actionable tasks and maintain visibility of deadlinesGather and organize information requested by the Assistant SuperintendentAssist with special projects schoolwide initiatives professional development and leadership activitiesFollow through on assigned tasks without requiring repeated remindersCommunicate promptly when a deadline dependency or problem may prevent timely completionAnticipate routine administrative needs existing in the scope of the position8 Professionalism Confidentiality & Executive Presence Maintain strict confidentiality of scholar staff family personnel and organizational informationExercise discretion when handling sensitive conversations documents meetings and informationRepresent the Assistant Superintendents office and Beta Academy with professionalism warmth responsiveness and hospitalityDemonstrate professionalism through regular attendance punctuality preparedness and reliabilityMaintain a calm respectful and solution oriented approach when priorities change or challenges ariseUtilize professional communication in person through phone through email and through digital platformsRespond to communication in timely mannerWork cooperatively to create an atmosphere of unity throughout Beta AcademyAdhere to all Board policies handbooks procedures and administrative expectations9 Other Duties & Responsibilities Support special projects and initiatives assigned by the Assistant SuperintendentAssist with schoolwide events professional development leadership meetings family events and organizational activitiesProvide administrative support during high volume projects and critical organizational deadlinesTravel between Beta Academy campuses and to local businesses or meeting locations as requiredAttend optional evening or weekend events when requiredPerform other duties as assigned by the Assistant SuperintendentThis is a 100 onsite role

Qualifications

RequiredHigh school diploma or equivalentMinimum of three years of professional administrative executive support office communications project coordination or related experienceExceptional organizational skills and attention to detailStrong written communication skills with demonstrated proficiency in grammar spelling punctuation proofreading professional correspondenceAbility to create polished professional presentations and documentsStrong verbal communication and interpersonal skillsAbility to manage calendars competing priorities deadlines and multiple projects simultaneouslyDemonstrated ability to follow through on assignments accurately and independentlyHigh level of discretion and ability to maintain confidentialityStrong technology skills including Google Workspace and Microsoft OfficeAbility to learn new technology systems and processes quicklyReliable transportation and ability to travel locally between campuses vendors and other locations as neededAbility to work effectively in a fast paced environment where priorities may change quickly

Preferred

Associates or Bachelors degreeExperience supporting an executive senior administrator school leader or department leaderExperience in K 12 education school administration nonprofit organizations or a similar environmentExperience creating professional presentations training materials or executive level documentsExperience coordinating meetings trainings events travel purchasing or professional developmentPersonal CharacteristicsHighly organizedDetail orientedAn exceptional writer and proofreaderProactiveResponsiveResourcefulDiscreetWarm and hospitableCalm under pressureFlexibleProfessionalSolutions orientedComfortable receiving feedback and making revisionsAble to anticipate needsAn exceptional finisherCompensationStarting at 44000Full Time 12 Month