Executive Assistant

Job Title: Executive Assistant
School: Davidson Charter Academy
Reports To: Head of School

Job Overview:
The Executive Assistant provides high-level administrative support to ensure the efficient operation of school functions. This role involves overseeing key administrative tasks, managing non-educational operations, and supporting the Head of School and leadership team. The ideal candidate is proactive, detail-oriented, and able to work independently, while acting as a critical point of contact for emergencies and facilitating communication within the school’s leadership team.

Key Responsibilities:

1. Administrative Support and Communication:
   • Serve as a point of contact for the Head of School and leadership team, facilitating communication when they are not immediately available.
   • Maintain awareness of where all administrators are located throughout the day to ensure timely communication and coordination.
   • Act as a liaison to ensure emergency contact and quick responses if urgent matters arise that require leadership attention.
2. Invoice and Billing Management:
   • Log and track school-related invoices, ensuring accurate submission to the school’s third-party accounting firm.
   • Retain and file invoices for easy access and compliance.
3. Campus Event Coordination:
   • Assist in planning and executing school-wide events, including staff meetings, parent-teacher conferences, and special school events.
   • Work with internal teams and external vendors to ensure successful event execution, including managing logistics and budgets.
4. Custodial Staff Management:
   • Oversee the custodial staff to ensure the school’s facilities are maintained to high standards.
   • Coordinate custodial schedules, track assignments, and ensure tasks are completed on time.
   • Address custodial-related issues or maintenance concerns promptly.
5. Supply and Resource Management:
   • Manage the ordering and tracking of classroom supplies and materials for teachers.
   • Ensure that supply budgets are adhered to and monitor spending.
   • Collaborate with teachers to identify and fulfill supply needs.
6. Social Media Content Creation:
   • Contribute to the creation of content for the school’s social media platforms, highlighting school events, student achievements, and other key messages.
   • Work closely with the school’s third-party marketing firm to ensure content aligns with branding and communication goals.
   • Assist with gathering content, writing captions, and compiling photos/videos for social media posts.
7. Staff Appreciation Initiatives:
   • Plan and execute staff appreciation events and initiatives to foster a positive work culture.
   • Organize recognition programs for staff milestones and contributions to the school community.
8. Vendor and Contractor Management:
   • Manage relationships with external vendors and contractors, ensuring services are delivered on time and meet agreed-upon standards.
   • Review contracts and maintain communication to ensure vendor services align with the school’s operational needs.
9. Payroll Support:
   • Verify staff timesheets and attendance records for accuracy before payroll submission.
   • Ensure compliance with school policies and payroll timelines.

Qualifications:

• Proven experience as an Executive Assistant, administrative assistant, or in a similar role, preferably in a school or educational setting.
• Strong attention to detail and ability to manage multiple tasks and priorities independently.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar).
• Initiative and the ability to problem-solve with minimal supervision.
• Ability to manage sensitive information confidentially and professionally.
• Strong interpersonal skills and the ability to collaborate with staff at all levels.

Preferred:

• Bachelor’s Degree.
• Experience in a school or educational setting (preferred but not required).
• Knowledge of basic social media platforms and content creation (for school-related purposes).
• Experience with office management, supply ordering, and vendor coordination.

Hours: Full-time – 7:30 AM – 3:30 PM

Salary: Based on years of experience 

Benefits: Health Care Plan, Paid Personal/Sick Days, and Private Retirement Plan

Start Date: February 3, 2025