Executive Administrative Assistant

Summary

Responsible for performing executive administrative, organizational, confidential, and high-level clerical functions in support of the Executive Director and Assistant Executive Director.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities necessary for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Professional Responsibilities

• Demonstrate a commitment to:
• • Understand, appreciate, and make accommodations for student diversity.
  • Include and engage families in students' education.
  • Support all Windsor Charter Academy policies, procedures, and expectations.
  • Provide personal and professional excellence.
• Manage confidential information regarding parents, staff, and students.
• Maintain confidentiality related to strategic, personnel, legal, and organizational matters at the executive level.
• Attend work and arrive on time.
• Perform other duties as assigned.

Description of Job Tasks

Executive & Strategic Support

• Track and monitor leadership priorities, strategic initiatives, and organizational goals; maintain systems to ensure timely follow-through and completion of action items.
• Coordinate cross-departmental communication and workflow on behalf of the Executive Director and Assistant Executive Director to ensure alignment and operational consistency.
• Develop and maintain executive dashboards, trackers, and progress-monitoring tools for key initiatives and projects.
• Support preparation of strategic planning materials, executive summaries, and Board-level reports.

Board & Governance Support

• Prepare materials for allmeetings, including meeting agendas, reports, presentations, and handouts; coordinate, review, compile, and disseminate meeting resources. Create and review meeting minutes and action items, and maintain accurate and current records.
• Attend all Executive Board Regular Session meetings and occasional Special Session meetings. Record, prepare, and distribute meeting minutes that accurately reflect the discussion and decisions from each meeting. Take roll-call votes of Board action taken and announce results as appropriate. Ensure required signatures are obtained at meetings and, in some cases, that documents are attested.
• Track Board directives, motions, and follow-up actions; support leadership in ensuring completion and alignment across departments.
• Assist in maintaining and organizing Board policy documentation and supporting materials.

Operational Coordination & Systems Support

• Support scheduling, logistics, and documentation for cross-functional leadership meetings and operational planning sessions.
• Assist in organizing systems, processes, and documentation to improve operational efficiency and consistency.
• Serve as a central coordination point for communication across departments to support alignment and execution of leadership priorities.

Project & Initiative Management

• Support execution of organizational initiatives by tracking timelines, deliverables, and stakeholder responsibilities.
• Provide project management support for key organizational initiatives, including tracking timelines, deliverables, and stakeholder communication.
• Monitor deadlines and proactively communicate upcoming priorities and required actions to leadership.

Administrative & Executive Support

• • Prepare information, documents, and materials for committees, meetings, and programs.
  • Arrange and participate in conferences and committee meetings.
  • Take and transcribe meeting minutes.
  • Initiate, type, compose, and edit correspondence, forms, newsletters, and memos.
  • Maintain the calendars, scheduled meetings, and appointments.

• Prioritize scheduling based on leadership priorities and organizational impact.

Stakeholder Relations & Communication

• • Maintain comprehensive knowledge of the school's mission and programs to promote external partnerships that strengthen programs and initiatives.
  • Establish and maintain superior stakeholder relations.
  • Support communication with families, partners, and community stakeholders aligned to leadership priorities.

Education and Related Work Experience

• Bachelor's degree preferred.
• Two years of related experience required.

Licenses, Registrations, or Certifications

• Criminal background check required for employment.
• CPR and First Aid certification required upon hire.
• All personnel must fully complete Windsor Charter Academy's safety training, ALICE (Alert, Lockdown, Inform, Counter, Evacuate). Staff must demonstrate understanding and implementation of these protocols as part of their responsibility to maintain a safe and secure learning environment.

Technical Skills, Knowledge & Abilities

• Possess the following skills:
• • Oral and written communication
  • Conflict resolution
  • English language proficiency
  • Math proficiency
  • Interpersonal relations
  • Critical thinking and problem-solving
• Possess the following abilities:
• • Maintain confidentiality in all aspects of the job.
  • Communicate with students, parents/guardians, staff, and community members.
  • Work effectively as part of a team.
  • Manage multiple priorities.
  • Manage multiple tasks with frequent interruptions.
  • Maintain honesty and integrity in all aspects of the job.
  • Adhere to attendance requirements, including regular and punctual employee presence.
  • Communicate, interact, and collaborate effectively with individuals from diverse ethnic and educational backgrounds.
  • Recognize the importance of workplace safety by following safety rules, practicing safe work habits, using appropriate safety equipment, and reporting unsafe conditions to the appropriate administrator.

Materials and Equipment Operating Knowledge

• Personal computers, peripherals, and media equipment
• Google collaborative tools like Gmail, Calendar, Drive, Docs, Sheets, Slides, and Forms
• Microsoft Word, PowerPoint, Excel, Adobe, and other software
• Typical office equipment

Physical Requirements & Working Conditions

The physical demands, work environment conditions, and mental functions outlined below represent the requirements necessary to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.