Executive Assistant to the Assistant Superintendent

Beta Academy is a Title I Schoolwide program. I understand that part or all of this position may be funded with federal funds. This is a 12-month position.

The mission of the Executive Assistant to the Assistant Superintendent is to increase the capacity and effectiveness of the Assistant Superintendent through exceptional organization preparation communication and follow-through. The Executive Assistant ensures that calendars meetings materials action items trainings events and administrative responsibilities are thoughtfully coordinated and executed at a standard reflective of Beta Academys commitment to excellence.

Assistant Superintendent

1. Meet Executive Organization & Calendar Goals

• Maintain an accurate organized and current calendar for the Assistant Superintendent.
• Ensure meeting conflicts preparation needs deadlines and scheduling concerns are identified proactively.
• Ensure the Assistant Superintendent is prepared for meetings trainings school visits presentations and events with necessary materials available in advance.
• Maintain zero missed meetings deadlines or commitments due to administrative oversight.

2. Meet Meeting & Follow-Through Goals

• Capture 100% of assigned meeting action items and maintain an organized system for tracking deadlines responsible parties and completion.
• Send agendas materials invitations and meeting information within established timelines.
• Complete assigned follow-up from meetings accurately and on time.
• Maintain clear visibility of upcoming priorities deadlines and outstanding tasks for the Assistant Superintendent.

3. Meet Communication & Quality Goals

• Produce written communication that is professional grammatically correct accurate and aligned with the voice and standards of the Assistant Superintendent and Beta Academy.
• Proofread assigned emails documents presentations agendas reports and other materials before distribution.
• Ensure materials prepared for internal and external audiences are polished organized and professional.
• Maintain confidentiality and exercise discretion with sensitive scholar staff family and organizational information.

4. Meet Presentation & Material Preparation Goals

• Create professional visually polished slide decks and materials that reflect the standard of excellence expected of the Assistant Superintendents office.
• Ensure presentations are accurate grammatically correct visually consistent and ready by established deadlines.
• Prepare agendas handouts sign-in materials forms documents and supporting resources for meetings and trainings as assigned.
• Complete requested revisions accurately and within established timelines.

5. Meet Training Meeting & Event Coordination Goals

• Ensure assigned trainings meetings book clubs school visits and events are fully prepared prior to the scheduled start time.
• Coordinate rooms technology materials food supplies invitations attendance needs and other logistics as assigned.
• Confirm logistics in advance and communicate changes promptly.
• Ensure meeting and training spaces are prepared to Beta Academy standards.

6. Meet Purchasing & Administrative Goals

• Submit assigned purchase orders reimbursements registrations and administrative requests accurately and within established timelines.
• Maintain receipts and required supporting documentation.
• Coordinate approved orders printing supplies deliveries food and materials.
• Maintain accurate and organized records for assigned administrative responsibilities.

• Executive Administrative Support
• Organization & Attention to Detail
• Written & Verbal Communication
• Grammar Proofreading & Editing
• Calendar & Scheduling Management
• Meeting & Event Coordination
• Presentation & Document Preparation
• Task & Deadline Management
• Time Management & Prioritization
• Technology & Digital Tools
• Professional Judgment & Confidentiality
• Customer Service
• Problem Solving & Resourcefulness

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• High Standards
• Teamwork

1. Executive & Calendar Support

• Maintain and organize the Assistant Superintendents calendar including meetings school visits trainings events deadlines and professional commitments.
• Schedule and coordinate meetings across campuses departments and external organizations as directed.
• Anticipate scheduling conflicts and communicate concerns before they create disruptions.
• Review upcoming calendar commitments and identify materials preparation travel time or other needs.
• Send calendar invitations with accurate locations links agendas attachments and relevant information.
• Coordinate changes and cancellations promptly and professionally.
• Maintain an organized system of reminders for important deadlines and commitments.
• Assist the Assistant Superintendent with maintaining visibility of immediate weekly and long-term priorities.

2. Meeting Preparation & Follow-Through

• Prepare agendas documents presentations reports handouts and supporting materials for meetings.
• Attend meetings as requested to capture notes decisions action items responsible parties and deadlines.
• Maintain an organized action-item tracker for meetings supported by the Assistant Superintendent.
• Send meeting materials and follow-up communication as directed.
• Track assigned follow-up items and provide the Assistant Superintendent with clear updates regarding outstanding tasks and deadlines.
• Organize documents and information needed for principal meetings leadership meetings professional development school visits and other activities.
• Assist with scheduling follow-up meetings and next steps.

3. Written Communication Grammar & Quality Control

• Draft emails letters agendas invitations forms talking points and other communication as assigned.
• Proofread communications for grammar spelling punctuation clarity tone formatting and accuracy.
• Review assigned documents and presentations for consistency and professionalism prior to distribution.
• Ensure names dates times locations links and other details are accurate before materials are shared.
• Maintain professional written and verbal communication with principals Magic Makers families vendors community partners and guests.
• Maintain the voice professionalism and high standards expected of communication originating from the Assistant Superintendents office.

4. Presentation & Document Creation

• Create and format professional slide decks for trainings leadership meetings presentations book clubs school visits and special projects.
• Ensure presentations reflect Beta Academys visual and professional standards and the level of excellence expected of the Assistant Superintendents office.
• Transform information provided by the Assistant Superintendent into clear organized visually effective presentations and materials.
• Create agendas handouts forms trackers sign-in sheets certificates schedules and other materials as requested.
• Make revisions promptly based on feedback.
• Maintain organized electronic files so frequently used presentations templates documents and resources can be easily located.

5. Training Meeting & Event Coordination

• Coordinate logistics for trainings meetings professional development book clubs school visits leadership activities and other events assigned by the Assistant Superintendent.
• Reserve and prepare meeting spaces.
• Coordinate technology presentations materials supplies signage seating and other logistical needs.
• Coordinate food and refreshments including ordering and picking up lunches for book clubs trainings meetings and other activities as assigned.
• Create and manage invitations RSVPs attendance lists sign-in materials and reminders.
• Confirm meeting and event logistics in advance.
• Ensure spaces and materials are ready before participants or guests arrive.
• Assist with setup and breakdown as needed.

6. Purchasing & Administrative Support

• Prepare and submit purchase orders for approved purchases.
• Coordinate approved registrations orders supplies printing food materials and deliveries.
• Maintain receipts invoices purchase documentation and other required records.
• Track orders and follow up on delayed or missing items.
• Assist with reimbursement documentation and administrative forms.
• Coordinate with Finance Operations Human Resources and other departments to complete assigned administrative tasks.
• Drive to local businesses or locations as needed to pick up food materials supplies or other items required for meetings trainings and events.

7. Project & Task Support

• Maintain organized task lists timelines and trackers for projects assigned by the Assistant Superintendent.
• Break assigned projects into actionable tasks and maintain visibility of deadlines.
• Gather and organize information requested by the Assistant Superintendent.
• Assist with special projects schoolwide initiatives professional development and leadership activities.
• Follow through on assigned tasks without requiring repeated reminders.
• Communicate promptly when a deadline dependency or problem may prevent timely completion.
• Anticipate routine administrative needs and take appropriate action within the scope of the position.

8. Professionalism Confidentiality & Executive Presence

• Maintain strict confidentiality of scholar staff family personnel and organizational information.
• Exercise discretion when handling sensitive conversations documents meetings and information.
• Represent the Assistant Superintendents office and Beta Academy with professionalism warmth responsiveness and hospitality.
• Demonstrate professionalism through regular attendance punctuality preparedness and reliability.
• Maintain a calm respectful and solution-oriented approach when priorities change or challenges arise.
• Utilize professional communication in person by phone through email and through digital platforms.
• Respond to communication in a timely manner.
• Work cooperatively to create an atmosphere of unity throughout Beta Academy.
• Adhere to all Board policies handbooks procedures and administrative expectations.

9. Other Duties & Responsibilities

• Support special projects and initiatives assigned by the Assistant Superintendent.
• Assist with schoolwide events professional development leadership meetings family events and organizational activities as assigned.
• Provide administrative support during high-volume projects and critical organizational deadlines.
• Travel between Beta Academy campuses and to local businesses or meeting locations as required.
• Attend occasional evening or weekend events when required.
• Perform other duties as assigned by the Assistant Superintendent.
• This is a 100% onsite role.

• High school diploma or equivalent.
• Minimum of three years of professional administrative executive support office communications project coordination or related experience.
• Exceptional organizational skills and attention to detail.
• Strong written communication skills with demonstrated proficiency in grammar spelling punctuation proofreading and professional correspondence.
• Ability to create polished professional presentations and documents.
• Strong verbal communication and interpersonal skills.
• Ability to manage calendars competing priorities deadlines and multiple projects simultaneously.
• Demonstrated ability to follow through on assignments accurately and independently.
• High level of discretion and ability to maintain confidentiality.
• Strong technology skills including Google Workspace and Microsoft Office.
• Ability to learn new technology systems and processes quickly.
• Reliable transportation and ability to travel locally between campuses vendors and other locations as needed.
• Ability to work effectively in a fast-paced environment where priorities may change quickly.

• Associates or Bachelors degree.
• Experience supporting an executive senior administrator school leader or department leader.
• Experience in K-12 education school administration nonprofit organizations or a similar environment.
• Experience creating professional presentations training materials or executive-level documents.
• Experience coordinating meetings trainings events travel purchasing or professional development.

• Highly organized
• Detail-oriented
• An exceptional writer and proofreader
• Proactive
• Responsive
• Resourceful
• Discreet
• Warm and hospitable
• Calm under pressure
• Flexible
• Professional
• Solutions-oriented
• Comfortable receiving feedback and making revisions
• Able to anticipate needs
• An exceptional finisher

• Starting at $44000
• Full-Time / 12 Month