Executive Administrative Assistant to the CEO

Job Description:

Executive Administrative Assistant to the CEO

OUR MISSION

The mission of the Charter School of Educational Excellence ("CSEE") is to produce students who meet or exceed all New York State learning standards. CSEE creates a challenging learning environment with high expectations for every child, emphasizing English-language arts, mathematics, social studies, and science. The school employs standards-based, research-proven curricula, implements best educational practices, uses varied assessments to measure ongoing student progress, and supports teachers through professional development aligned to the instructional program.

CSEE''s emphasis on core subjects gives students a strong academic foundation that prepares them to become critical thinkers and life-long learners, while a diverse curriculum builds appreciation for art, music, and cultural awareness. CSEE provides a safe, nurturing environment for all students and fosters strong partnerships with families and the community.

POSITION SUMMARY

The Executive Administrative Assistant to the CEO is a 12-month, full-time position providing high-level administrative and operational support directly to the Chief Executive Officer. Serving as a trusted right hand to school leadership, this individual plays a central role in coordinating written and oral communication among the CEO''s office, the elementary, middle, and high school teams, and manages relationships across the Central Office - including the Principals'' offices, Student Data, the Business Office, and the Parent Coordinator.

The ideal candidate proactively alerts the CEO to matters requiring attention, anticipates needs before they arise, and independently manages a wide range of tasks with minimal supervision. This role requires excellent judgment, poise under pressure, and unwavering discretion with confidential and sensitive information.

KEY RESPONSIBILITIES

Executive & Calendar Support

• Maintain and proactively manage the CEO''s calendar, including scheduling meetings, conferences, and appointments and resolving scheduling conflicts

• Prepare briefing materials, agendas, and background information ahead of meetings, board sessions, and site visits

• Coordinate travel arrangements and logistics for the CEO as needed

Communications & Correspondence

• Compose, proofread, and edit business letters, emails, reports, and routine correspondence on behalf of the CEO, ensuring accuracy of spelling, grammar, content, and format

• Ensure all written communications issued from the CEO''s office reflect the highest standard of quality and professionalism

• Maintain and update the school''s webpages relevant to the CEO''s office

• Prepare the monthly CEO newsletter and keep its content current and accurate

Meetings, Records & Compliance

• Attend team and Board meetings, capturing accurate notes and following up on action items as required

• Maintain an effective electronic and paper filing system that ensures timely retrieval of information related to policies and practices, laws and regulations, contracts, and reports

• Maintain multiple internal databases, requiring proficient-to-expert skill in Microsoft Office and Google Workspace

• Maintain working knowledge of relevant NYSED portals, including the Grants Gateway, G5, G6, and SAM.gov

• Maintain working knowledge of PowerSchool

Operations, Budget & Events

• Assist with the development and tracking of departmental budgets

• Support the planning and execution of school events, including Open House, teacher-parent nights, professional development days, and other CEO-involved activities

• Perform other duties and special projects as assigned

QUALIFICATIONS & SKILLS

• Bachelor''s degree and two or more years of school administrative experience preferred

• A genuine passion for the mission of the Charter School of Educational Excellence

• Strong organizational skills with excellent verbal and written communication abilities

• Demonstrated ability to work effectively with parents, students, faculty, support staff, external government representatives, and community groups

• Highly proficient in Microsoft Office, Google Workspace, Zoom, and Gmail

• Skilled at prioritizing competing demands based on the CEO''s needs and shifting priorities

• Familiarity with school information systems such as PowerSchool and Pick-A-Patrol

• Composure and tact in fast-paced or high-pressure situations

• Ability to manage a high volume of work and a variety of responsibilities with efficiency and accuracy

• Comfortable multitasking in a fast-paced environment that supports student growth

PHYSICAL REQUIREMENTS

• Ability to occasionally lift and/or move up to 25 pounds

• Ability to sit at a desk for extended periods throughout the day

• Ability to perform physical movements such as reaching, bending, and twisting as needed

HOW TO APPLY

Qualified candidates will be invited to an interview with the CEO of the school. Please visit CSEE''s careers page to submit an application and resume.

AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Charter School of Educational Excellence to provide educational and employment opportunities without regard to race, color, religion, creed, national origin, alienage and citizenship status, age, marital status, disability, prior record of arrest or conviction (except as provided by law), sexual orientation, or gender (sex), and to maintain an environment free of discriminatory harassment, including sexual harassment, or retaliation, as required by civil rights law.