Executive Assistant

Job Title: Executive Assistant
Department: Administration
Reports To: Executive Director
FLSA Status: Non-Exempt
Employment Type: Full-Time, Year-Round

Starting Pay: $26.00 Per Hour

Position Summary

The Executive Assistant provides high-level administrative support to the Executive Director and senior leadership team. This position serves as a key point of contact for internal and external stakeholders, manages executive schedules, coordinates meetings and projects, handles confidential information, and ensures the efficient operation of executive office functions. The Executive Assistant must demonstrate professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Executive Support

• Manage and maintain the Executive Director's calendar, appointments, and meeting schedules.
• Coordinate travel arrangements, conference registrations, and itineraries.
• Prepare correspondence, reports, presentations, agendas, and other documents.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Draft communications and responses on behalf of the Executive Director as appropriate.
• Track deadlines, projects, and follow-up items to ensure timely completion.

Board and Governance Support

• Assist with preparation and distribution of board meeting materials.
• Coordinate meeting logistics, agendas, and minutes for board and leadership meetings.
• Maintain board records and official organizational documentation.
• Ensure compliance with document retention and governance requirements.

Administrative Operations

• Maintain confidential personnel, organizational, and executive records.
• Coordinate meetings, events, and special projects.
• Serve as liaison between the Executive Director, leadership team, staff, families, community members, and external partners.
• Support the development and implementation of administrative procedures and processes.
• Assist with budget tracking, purchasing requests, and invoice processing as assigned.

Project Management

• Monitor and track executive initiatives and strategic projects.
• Gather information and prepare reports for leadership review.
• Coordinate cross-departmental communications and project timelines.
• Support organizational planning efforts and leadership initiatives.

Confidentiality and Professionalism

• Handle highly sensitive and confidential information with discretion.
• Exercise independent judgment in managing executive matters.
• Represent the Executive Director and organization in a professional and positive manner.
• Maintain a high level of integrity and professionalism at all times.

Required Qualifications

Education

• Bachelor's degree required; preferred in Business Administration, Communications, Public Administration, or a related field.

Experience

• Minimum of three (3) years of executive-level administrative support experience.
• Experience supporting senior leadership, executives, or boards preferred.
• Experience in a school, nonprofit, or public-sector environment preferred.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities with minimal supervision.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent interpersonal and customer service skills.
• Ability to work effectively with diverse stakeholders.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift up to 25 pounds.
• Ability to move throughout office and school facilities as needed.

Work Environment

• Professional office setting within a school or administrative environment.
• Frequent interaction with staff, families, board members, and community partners.
• Occasional evening meetings may be required for board meetings or special events.

Preferred Qualifications

• Experience with board governance and meeting management.
• Familiarity with school operations, public education, or nonprofit administration.
• Experience with document management systems and HRIS platforms.
• Project management experience.

Performance Expectations

The Executive Assistant will be expected to:

• Demonstrate exceptional professionalism and confidentiality.
• Maintain accurate and organized records.
• Meet deadlines consistently.
• Support executive leadership effectively and proactively.
• Foster positive relationships with staff and stakeholders.
• Contribute to a culture of collaboration, efficiency, and service excellence.

DISCLAIMERS

• You are required to disclose relevant issues related to criminal history, employment history, and licensure history in order to apply.
• All employees must submit to and pass a CBI / FBI fingerprint background check as a condition of employment. 
• The Vanguard School is subject to all federal and state laws and constitutional provisions prohibiting discrimination on the basis of disability, race, creed, color, sex, sexual orientation, national origin, religion, or ancestry in its programs and activities.
• Applicants who upload a copy of their transcripts or certifications to their application may choose to redact any dates included on the transcripts or certifications, including date of birth and dates of attendance/graduation/completion. An un-redacted copy will be requested if an employment offer is extended. In addition, submitted resumés may also exclude dates of attendance or graduation for high school and/or post-secondary education.