Academic Executive Assistant

Beta Academy is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

The mission of the Beta Academy Academic Executive Assistant is to provide high-level executive and administrative support to the Chief Academic Officer and academic leadership team helping establish world-class classrooms through a culture of joyful rigor and develop scholars and leaders who can contribute on a community national and international level. The primary purpose of this role is to create greater capacity for the Chief Academic Officer by protecting her time attention and priorities and proactively handling the administrative operational logistical and academic support necessary to keep important work moving forward.

• Academic meetings professional development assessments coaching visits deadlines and events are accurately scheduled.
• Calendar invitations include the correct date time location materials and required attendees.
• Events are scheduled at least two weeks in advance when the information is available.
• The Chief Academic Officer is informed of scheduling conflicts and upcoming priorities before they become urgent.

• Maintain an accurate system for tracking academic projects action items responsible parties and deadlines.
• Follow up consistently to ensure assigned projects and deliverables are completed on time.
• Provide the Chief Academic Officer with regular updates on outstanding items approaching deadlines and potential concerns.
• Assist the curriculum and instruction team in meeting deadlines for 100% of assigned projects.

• Prepare accurate agendas reports presentations data background information and supporting materials before meetings.
• Attend meetings as requested and document decisions action items responsible parties and deadlines.
• Distribute meeting notes and follow-up communication in a timely manner.
• Look ahead daily weekly and monthly to ensure the Chief Academic Officer is prepared for upcoming meetings events deadlines and academic priorities.

• Prepare and update academic data for the Chief Academic Officers meetings with principals and academic leaders.
• Run reports from academic and assessment programs according to the established schedule.
• Organize data into accurate clear and user-friendly spreadsheets trackers dashboards and summaries.
• Identify missing inconsistent or concerning information and promptly communicate it to the appropriate academic leader.

• Monitor academic programs and platforms weekly to ensure rosters access assignments completion information and other records are current.
• Coordinate with staff and vendors to resolve access roster data and program concerns promptly.
• Maintain organized digital records for academic programs reports projects and recurring processes.

• Track teacher completion of required curriculum academic and technology training.
• Track completion of academic surveys and other required academic deliverables.
• Send timely reminders and follow up on outstanding requirements.
• Communicate incomplete requirements to the appropriate academic leader so established completion goals are met.

• The Chief Academic Officer rarely has to aKey responsibilities include managing the district academic calendar preparing the Chief Academic Officer for meetings tracking projects and deadlines preparing academic data and materials maintaining academic programs coordinating training and events documenting decisions and action items and ensuring appropriate follow-through.
• The right person is proactive exceptionally organized highly responsive and able to anticipate what needs to happen before being askedsk twice.
• Important emails requests commitments deadlines and follow-up items do not fall through the cracks.
• Routine problems logistics questions and support needs are resolved or appropriately routed whenever possible so they do not unnecessarily interrupt or derail the Chief Academic Officers priorities.
• Communication is timely accurate polished and professional.
• Problems are anticipated and addressed before they become emergencies.
• Work is completed accurately professionally and on time.
• The Academic Executive Assistant creates greater capacity for the Chief Academic Officer and academic leadership team.

• Organization and Planning
• Attention to Detail
• Follow-Through
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Efficiency
• Communication
• Teamwork
• Problem-Solving
• Emotional Intelligence
• Flexibility and Adaptability
• Sound Judgment
• Discretion
• Responsiveness
• Project Management

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity

• Manage the Chief Academic Officers calendar including academic meetings professional development assessments coaching visits school events external commitments and other responsibilities.
• Protect the Chief Academic Officers time by helping prioritize meetings requests projects and commitments.
• Look ahead daily weekly and monthly to identify upcoming needs and ensure the Chief Academic Officer is prepared.
• Serve as a proactive first-line problem solver by resolving routine questions logistical needs follow-up items and support requests whenever appropriate so the Chief Academic Officer is not unnecessarily pulled away from higher-priority work.
• Identify tasks that can appropriately be completed delegated coordinated or solved without the Chief Academic Officers direct involvement and take initiative to move them forward.
• Maintain a reliable system for tracking commitments requests action items academic projects and deadlines.
• Monitor the Chief Academic Officers email as assigned identify priority messages flag items requiring attention draft responses when appropriate and ensure important communication does not get lost.
• Return or coordinate calls emails meeting requests and other correspondence promptly.
• Draft proofread format and prepare emails letters presentations reports agendas training materials and other academic communications.
• Prepare meeting materials background information academic data briefing documents and supporting resources.
• Attend meetings as requested capture decisions and action items and ensure appropriate follow-through.
• Prepare academic meeting agendas and distribute follow-up communication regarding decisions responsibilities and deadlines.
• Run reports from academic programs and assessment platforms including NWEA MAP IXL ST Math Accelerated Reader Reading Horizons Edcite and other adopted programs.
• Organize academic data into accurate user-friendly spreadsheets trackers dashboards and summaries.
• Prepare and update academic data for meetings with principals teachers and academic leaders.
• Monitor academic programs and platforms to ensure rosters access assignments completion information and other records remain current.
• Track completion of required curriculum training technology training academic surveys and other academic deliverables.
• Coordinate academic meetings professional development curriculum training coaching visits assessments and special academic events.
• Coordinate food and refreshments for trainings meetings and academic events including ordering purchasing picking up setting out and cleaning up food coffee beverages and supplies as needed.
• Prepare training and meeting spaces including organizing materials setting up technology and supplies decorating rooms windows and tables when appropriate and ensuring spaces are welcoming and fully prepared before participants arrive.
• Coordinate curriculum orders instructional materials printing deliveries registrations and vendor communication as needed in the absence of the Instructional Materials Coordinators.
• Run work-related errands for the Chief Academic Officer and academic team as needed including picking up orders supplies materials lunch coffee or other items and completing exchanges or returns.
• Prepare purchase orders receipts reimbursements mileage travel documentation and other administrative records for the academic team.
• Maintain organized storage of academic training event and Joy Committee materials and supplies so items can be located prepared and distributed efficiently.
• Support the Beta Academy Joy Committee as requested by purchasing receiving storing organizing assembling preparing and setting up materials lessons activities decorations or teacher resources.
• Organize and maintain the Chief Academic Officers office files papers materials supplies and digital records as requested including periodically sorting filing labeling storing or resetting workspaces and materials.
• Create and maintain standard operating procedures for academic processes projects assessments events data reporting and recurring work.
• Maintain confidential scholar employee assessment and organizational information with exceptional discretion.
• Proactively identify missing information approaching deadlines and potential problems and address or elevate them before they become emergencies.
• Provide academic support to scholars including leading a small group when needed.
• Participate in special academic projects that contribute to the overall goals of Beta Academy.

• Attend and actively participate in professional development and training.
• Continuously develop the knowledge and skills necessary to grow professionally through training feedback and extensive reading.
• Commit to reading at least one book with the Chief Academic Officer or Superintendent each school year.
• Perform other duties assigned by the Chief Academic Officer or Superintendent.

• Ability to distinguish what is urgent important confidential or appropriate to delegate.
• Ability to work independently and collaboratively with members of the academic team.
• Ability to build positive and professional working relationships with principals teachers staff members vendors and other stakeholders.
• Ability to honor the work undertaken by others and recognize the value of that work.
• Highly resourceful service-minded and willing to take on a wide variety of responsibilities from complex projects to routine or hands-on tasks when doing so supports the team solves a problem or protects the Chief Academic Officers time and priorities.
• Calm professional and solutions-oriented approach when addressing problems or changing priorities.

• Demonstrate professionalism through regular attendance and punctuality for work staff meetings training parent nights and other assigned duties.
• Complete required training on time.
• Work cooperatively to create an atmosphere of unity throughout the school community and refrain from gossip negativity and unsupportive comments.
• Remain calm respectful and professional during difficult conversations disagreements and challenging situations.
• Use professional communication with strong grammar syntax usage and spelling in phone conversations meetings emails documents presentations and social media.
• Maintain professional conduct on and off campus.
• Exhibit professionalism in appearance and follow the Beta Academy standard of dress outlined in the Magic Makers Handbook.
• Check staff email and other assigned communication channels consistently throughout the workday.
• Read and respond to updates requests notices and assigned communications in a timely manner.

• Bachelors degree preferred.
• Professional experience in executive support education project management administration data management or a related field.
• Demonstrated ability to support a senior leader or manage complex and competing priorities.
• Proven ability to manage multiple projects and deadlines in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and take initiative without waiting for detailed instructions.
• Strong follow-through and personal accountability.
• Ability to work and communicate effectively with stakeholders at multiple levels of the organization.
• High proficiency with Google Workspace including Gmail Meet Chat Calendar Drive Docs Sheets and Slides.
• Ability and willingness to learn new technology academic programs and productivity systems quickly.
• Ability to work accurately with academic data and confidential information.
• Ability to move easily between high-level executive support and practical hands-on responsibilities with a positive flexible and solutions-oriented attitude.
• Valid drivers license reliable transportation and ability to travel locally during the workday as needed to complete assigned responsibilities.
• Ability to lift carry move and set up typical boxes of instructional materials training supplies decorations and event materials.
• Availability for occasional evening weekend summer or special academic events.
• Passion for Beta Academys mission and the ability to communicate its philosophy values and culture of joyful rigor.