Administrative Skills, Alliance/Partner Management, Board Meeting, Business Administration, Calendar Management, Communication Skills, Computer Networks, Contract Creation, Customer Support/Service, Detail Oriented, Document Management, Documentation, Educational Administration, Employee Benefits, Employment Law, Establish Priorities, Event Management, Executive Assistant Skills , File Maintenance, Follow Through, HRIS/HRMS, Human Resources, Interpersonal Skills, Interviewing Skills, Leadership, Logistics, Maintain Compliance, Microsoft Office, Multitasking, Network Support, Onboarding, Operational Communications, Operational Support, Operations, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Record Keeping, Time Management, Writing Skills
Executive Assistant To The Head Of Schools & Hr Coordinator
The Executive Assistant to the Head of Schools & HR Coordinator provides high-level executive, operational, and human resources support to the Head of Schools for a multi-school network. This position serves as a trusted partnerin managing executive priorities, coordinating network-wide communication, supporting personnel processes, and ensuring the efficient operation of the organization. The ideal candidate is highly organized, detail-oriented, professional, and able to manage confidential information while balancing multiple priorities in a fast-paced educational environment.
Reports To: Head of Schools
Supervises: May supervise front office support staff, interns, or administrative assistants as assigned.
Key Responsibilities
Executive Support:
- Manage the Head of Schools' calendar, appointments, travel, and meeting schedules.
- Coordinate and prepare materials for leadership meetings, board meetings, and school network events.
- Draft correspondence, presentations, reports, memos, and executive communications.
- Serve as the primary point of contact for internal and external stakeholders on behalf of the Head of Schools.
- Prioritize and manage incoming requests, ensuring timely follow-up and completion.
- Maintain confidential records, files, and sensitive organizational information.
- Assist with strategic projects, initiatives, and special assignments.
Human Resources Responsibilities:
- Coordinate recruitment processes including job postings, interview scheduling, candidate communication, and onboarding logistics.
- Maintain employee personnel files and ensure compliance with HR policies and procedures.
- Assist with onboarding and offboarding of staff members across the network.
- Monitor and track certifications, evaluations, background checks, and required employment documentation.
- Support employee benefits enrollment and HR-related communication.
- Assist in preparing contracts, employment letters, and personnel documents.
- Coordinate staff professional development registrations and records.
- Ensure confidentiality and professionalism in handling employee matters.
- Support compliance with federal, state, and local employment regulations.
Board & Leadership Support:
- Prepare board packets, agendas, minutes, and supporting documentation.
- Coordinate board meeting logistics and communication.
- Track action items and follow-up tasks from leadership and board meetings.
- Assist with network-wide leadership retreats, trainings, and planning sessions.
Operations & Communication Support:
- Support network communication efforts with staff, families, and community partners.
- Coordinate special events, employee recognition activities, and organizational functions.
- Assist with data tracking, reporting, and document management systems.
- Maintain organizational calendars and deadlines for compliance, reporting, and events.
- Help ensure smooth daily operations across the school network.
Qualifications
Education: Bachelor's degree preferred in Business Administration, Human Resources, Education, or related field.
Experience: Minimum of 35 years of executive administrative support experience required. Experience in human resources, education, or school administration preferred. Experience supporting senior leadership executives strongly preferred.
Knowledge, Skills, & Abilities:
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Ability to maintain strict confidentiality and professionalism.
- Proficiency in Microsoft Office, Google Workspace, and HR information systems.
- Ability to prioritize competing demands and work independently.
- Strong interpersonal skills with the ability to build positive relationships across schools and departments.
- Detail-oriented with excellent follow-through.
- Ability to handle sensitive situations with discretion and sound judgment.
Preferred Qualities:
- Passion for education and student success.
- Ability to thrive in a mission-driven, fast-paced school environment.
- Strong customer service mindset.
- Flexible, proactive, and solutions-oriented.
Work Environment: Primarily office-based within a school network environment. Occasional evening or weekend work may be required for board meetings, events, or recruitment activities. Travel between campuses may be required.
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i3 Academy - Charter School Network