Executive Assistant to Executive Director

The Executive Assistant to the Executive Director works as an integral part of the leadership team, working directly with the Executive Director of Conservatory Lab Charter School. The primary function of this role is to support the ED in achieving the district wide goals. They will manage school-wide operations and district compliance.

The ideal candidate enjoys working in a school setting and thrives in a fast paced, dynamic environment. They are an effective problem solver as well as a forward planning systems thinker. The ideal candidate is detail oriented and proactive, and has the ability to work independently from concept to completion, as well as to multitask and work to deadlines for a wide variety of projects. The ideal candidate exercises sound judgment and maintains a high level of confidentiality. They have a proven track record of developing strong relationships with colleagues at all levels of the organization and can produce results in an environment in which collaborating and listening to a diverse group of individuals is critical. The ideal candidate is highly self-motivated and professional, and able to manage their workload and prioritize tasks in a fast-paced environment.

REPORTS TO: Executive Director

Responsibilities:

Project Management & Team Coordination

• Establish regular communication routines for the school leadership team, assist in having leaders meet deadlines for decision making and deliverables, as well as for clear and timely communication with faculty and staff

• Lead projects as needed, to be determined by the Co-Leaders

• Support organization of logistics and execution of special events such as whole-school concerts (2x/year), school visitor groups, etc.

• Oversee school compliance timeline and deliverables, work closely with all relevant stakeholders to compile relevant information and create relevant project plans

Operations

• Own and manage the master school calendar of events (district and school levels), ensuring pertinent information is shared in a timely manner with the appropriate level of detail for relevant stakeholders

• Collaborate closely with the Director of Finance, to assist in the allocation of funds and review of expenses related to school budget to ensure adherence to established finance procedures related to purchasing, requisitions, contracts, and billing

• Oversee purchasing and monitoring of expenses for curriculum and instruction on the ED's behalf

• Maintain strong documentation of systems, procedures, and major projects with the goal of centralizing institutional knowledge

• Ongoing management and refinement of school-wide systems related to operations and communications.

Communications

• Manage regular communication with stakeholders across the organization including staff memos, school partners and Department of Elementary and Secondary Education

• Manage regular communication with families including a weekly family newsletter; and other needed school communications

• Provide a bridge for smooth communication between Principal and their Directors, as well as between leadership team and faculty; fostering relationships to maintain communication, with staff at all levels of the organization

• Manage the internal, staff-only website as a quick-access dashboard for faculty and staff of useful documents and resources

• Draft written communication for board members, staff, and compliance documents

• Support development of grants and school reports

Executive Support:

• Own and manage the ED's calendar, ensuring time is allocated in accordance with organizational priorities

• Expand the ED's capacity by ensuring advance preparation and diligent follow-up for all meetings, internally and externally

• Provide general administrative support to the ED including scheduling and travel, managing expenses and other duties as required

Additional Responsibilities

• Other responsibilities as assigned by the Executive Director

Qualifications:

• Exceptional writing, research, analytical and organization skills

• Strong interpersonal skills with the ability to create positive, supportive relationships with people from different languages, cultures and backgrounds

• Ability to shift easily between details/deadlines and synthesis/analysis

• Good judgment, discretion, and the ability to work easily with stakeholders across the organization including senior leaders, mid-level leadership, external partners, families, teachers, and Board members

• Excellent computer skills, including Microsoft Office and Google Suites

• Preferred: Experience working in a school community

• Preferred: Experience with budget management, or ability to learn quickly

• At least 2-4 years of work experience

• Bachelor’s degree in a related field

All resumes without cover letters will not be considered.

Salary is commensurate with experience.