Executive Assistant to the CEO

Southland College Prep Charter School; Richton Park (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

Southland College Prep Charter School is seeking an Executive Assistant to support the CEO with high-level administrative duties. The ideal candidate will manage communications, prepare reports, and oversee board materials, ensuring effective operations.

Qualifications include an Associate's degree, five years of experience, and proficiency in Microsoft Office and Google Workspace. This role demands strong organizational and interpersonal skills, suitable for someone who can maintain confidentiality and manage multiple priorities.

Qualifications

• Associate's degree required; Bachelor's degree preferred in relevant field.
• Five years of progressive administrative experience, preferably in education or public sector.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Manages daily operations of the CEO's office with professionalism.
• Prepares and edits correspondence, reports, and presentations.
• Acts as a liaison ensuring timely communication between stakeholders.
• Assists with budget tracking and manages confidential records.

Skills

Confidentiality

Interpersonal communication

Organizational skills

Problem-solving

Time-management

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Board management platforms

Job description

Position Overview

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level administrative, organizational, and confidential support to the CEO and Board of Education. This position ensures efficient and professional operations within the CEO's Office, manages sensitive communications, and serves as a liaison between district leadership, staff, parents, community partners, and external agencies.

Reports To: CEO

Supervises: Administrative clerical support (as assigned)

Qualifications

• Associate's degree required; Bachelor's degree preferred (Business Administration, Communications, Public Administration, or related field).
• Minimum of five (5) years of progressive administrative experience, preferably in an educational or public sector setting.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and Board management platforms (e.g., BoardDocs, BoardBook).
• Strong organizational, time-management, and problem-solving skills with the ability to manage multiple priorities under tight deadlines.
• Professional demeanor with the ability to work effectively with a wide range of stakeholders including Board members, administrators, staff, parents, and the community.

Essential Duties and Responsibilities

Executive Administrative Support

• Manages the daily operations of the Superintendent's Office with professionalism, efficiency, and discretion.
• Screens incoming correspondence, calls, and visitors; prioritizes requests and ensures appropriate follow‑up.
• Prepares and edits correspondence, reports, memoranda, and presentations on behalf of the Superintendent.
• Maintains the Superintendent's calendar, schedules appointments, and coordinates meetings, conferences, and travel arrangements.
• Oversees the preparation of materials for the Superintendent's leadership team and external engagements.

Board of Education Support

• Prepares and organizes Board meeting agendas, packets, and official minutes in collaboration with the Superintendent and Board Secretary.
• Ensures timely distribution of all Board‑related materials in accordance with the Open Meetings Act.
• Maintains Board records, policies, and archives in compliance with district and state regulations.
• Coordinates logistics for Board meetings, workshops, and public hearings.

Communication & Coordination

• Acts as a liaison between the Superintendent and internal/external stakeholders, ensuring timely and accurate communication.
• Drafts and disseminates official district correspondence, announcements, and reports.
• Maintains an organized filing and records‑management system for confidential and general administrative files.
• Coordinates special projects and district‑wide initiatives as assigned by the Superintendent.

Fiscal and Operational Support

• Assists with budget tracking, purchase orders, and expense reimbursements for the Superintendent's Office.
• Supports grant or vendor‑related documentation as needed.
• Maintains accurate records of contracts, personnel actions, and Board‑approved items.

Professionalism and Confidentiality

• Handles confidential personnel, student, and Board information with the highest level of discretion.
• Demonstrates professionalism, integrity, and diplomacy in all interactions.
• Supports the mission, vision, and goals of the Superintendent and the Board of Education.
• Work Year: 12 months
• Work Schedule: 8 hours per day (as determined by the Superintendent)
• Salary: Commensurate with experience and established district administrative salary schedule
• Evaluation: Annual performance evaluation conducted by the Superintendent

Physical Demands

• Prolonged periods of sitting and working at a computer.
• Occasional lifting of office materials (up to 20 lbs).
• Ability to work extended or flexible hours for evening meetings or special events.

Performance Expectations

• Demonstrates initiative and anticipates the needs of the Superintendent.
• Maintains composure and effectiveness under pressure.
• Consistently produces high‑quality, accurate work with attention to detail.