Executive Assistant to the Superintendent

0200 Great Hearts Texas Recruiting; Irving (TX); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Great Hearts Texas is seeking an Executive Assistant to the Superintendent based in North Texas Home Office – Irving, TX. The role provides high-level administrative and operational support to the Superintendent and leadership team, coordinating complex calendars, travel, and communications.

You will handle confidential matters, prepare reports and presentations, manage PIA requests, TEA submissions, and play a key role in events and compliance processes.

Qualifications

• Bachelor’s degree or 5 years of experience as an Executive Assistant preferred.
• Experience in education or nonprofit sector preferred.
• Excellent interpersonal communication and the ability to build strong relationships with stakeholders.
• Proficient in MS Office (Excel, Word, Outlook, PowerPoint).
• Ability to maintain confidentiality and exercise sound judgment.
• Strong organizational skills and attention to detail.

Responsibilities

• Schedule and coordinate meetings, site visits, interviews.
• Manage multiple calendars and contact lists.
• Book travel arrangements and prepare itineraries.
• Prepare and edit reports, presentations, and correspondence for leadership.
• Coordinate responses to PIA requests with legal and departments.
• Track deadlines and ensure timely reporting.
• Support TEA educator misconduct reporting processes.
• Maintain confidential records and handle sensitive matters.
• Collaborate with departments and external partners on events.
• Assist with organization and management of Great Hearts Texas events.

Skills

Executive support

Discretion

Time management

Communication

Relationship building

Education

Bachelor’s degree

Experience as Executive Assistant

Tools

Excel

Word

Outlook

PowerPoint

Job description

POSITION: Executive Assistant to the Superintendent LOCATION: North Texas Home Office – Irving, Texas REPORTS TO: Superintendent STATUS: Exempt full-time, benefits eligible

Position Summary

The Executive Assistant to the Superintendent provides high-level administrative and operational support to the Superintendent of Great Hearts Texas. The position performs a wide variety of complex and confidential administrative functions and supports the organization, planning, and coordination of executive office activities, events, compliance-related processes, and reporting requirements. The Executive Assistant works closely with the Superintendent and members of the leadership team to ensure efficiency, organization, responsiveness, and timely completion of organizational priorities.

Duties & Responsibilities

• Schedule and coordinate meetings, site visits, interviews, etc.
• Manage multiple calendars and maintain contact lists of internal and external stakeholders.
• Book and coordinate travel arrangements and prepare itineraries.
• Serve as the designated responder and administrative point of contact for Public Information Act (PIA) requests, coordinating with appropriate departments and legal counsel as necessary to ensure timely and accurate responses.
• Maintain an organized and comprehensive PIA request tracker, including receipt dates, statutory deadlines, status, assigned responsibilities, correspondence, costs, and final disposition.
• Coordinate the collection, organization, and production of records responsive to PIA requests and maintain appropriate documentation of completed requests.
• Track statutory, regulatory, and organizational reporting deadlines and provide timely reminders and follow-up to responsible parties.
• Provide administrative support for Texas Education Agency (TEA) educator misconduct reporting, including organizing required documentation and assisting with uploading reports and supporting materials through the applicable TEA portal.
• Maintain organized records and tracking of TEA misconduct submissions, including submission dates, supporting documentation, and subsequent correspondence or requests from TEA.
• Prepare, edit, format, and compile correspondence, reports, presentations, and other documents for the Superintendent and leadership team.
• Conduct research and compile information and reports for the Superintendent, leadership team, and Board as requested.
• Maintain highly confidential records and information and exercise appropriate discretion when handling personnel, legal, student, and other sensitive matters.
• File and retrieve documents and reference materials (e.g., records, budgets, memos, etc.).
• Work independently and within a team on special nonrecurring and ongoing projects and events.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Create and develop presentations.
• Provide support to the lead office staff.
• Act as a liaison with other departments and outside agencies, including board members, donors, school leaders, faculty and staff.
• Assist with the organization and management of Great Hearts Texas events, activities, and community engagement initiatives, including invitations, logistics, and vendor coordination.
• Support grant applications, compliance documentation, and related organizational initiatives as assigned.
• Update and maintain office policies and procedures.
• Perform general office duties such as supplies, maintaining records and database systems.
• Other duties and responsibilities as assigned by your supervisor.

Qualifications, Competencies and Strengths

• 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 the ability to build strong relationships with all stakeholders.
• Ability to remain professional when dealing with internal and external customers.
• Ability to exercise strong judgment and discretion with sensitive and confidential matters.
• Proficiency with computer software such as Excel, Word, Outlook and PowerPoint
• Ability to take initiative and work productively with minimal direction or multiple demands
• Ability to attend to detail with strong organization and time management skills
• Strong communications skills and the ability to build productive relationships

Additional Requirements

• Type of fingerprint clearance: Must possess or obtain valid Texas Department of Public Safety.
• Will be required to travel to San Antonio, Texas.
• Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.
• This description reflects management’s assignment of essential functions, it does not exclude or restrict the tasks that may be assigned.
• US Work Authorization is required.
• Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.
• Travel required: May need to travel locally for training and professional development opportunities.
• This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.

Our purpose is to cultivate the minds and hearts of students through the pursuit of Truth, Goodness, and Beauty. Great Hearts Academies leads the way in classical, liberal arts education. We are a growing network of charter schools and private Christian schools, expanding in existing and new regions across Arizona, Louisiana, and Texas. Whether you are seeking teaching, leadership, or campus support opportunities, we have established a mission‑driven culture and emphasis on learning and growing, professionally and personally. At Great Hearts, we provide a calling to shape the future through an education that fosters human flourishing and academic excellence.

We celebrate diversity and welcome individuals from all backgrounds—inside and outside education—who bring unique perspectives and ideas to enrich our community. Through meaningful conversations and collaboration, we foster a strong, supportive cohort of educators. At Great Hearts, your passion and expertise will thrive in a supportive and dynamic environment. Learn how you can grow both in mind and heart as an employee of Great Hearts.

If you need support with the Careers website, application or the hiring process, please contact us at [e-mail].