Executive Administrative Assistant

Executive Administrative Assistant

Ivy Preparatory Academy

JOB TITLE:   Executive Administrative Assistant

DEPARTMENT:   Schools and Academic

SUPERVISOR:   Head of School 

The Executive Administrative Assistant is a senior, school-based leadership role that advises all operations functions necessary to run a high-performing school. This includes facilities, food services, transportation, technology, scholar enrollment, scholar data, regulatory compliance, school level onboarding and academic operations support. The EAA reviews the organization and determines its strengths, weaknesses, operational effectiveness, and opportunities. They make recommendations based on internal and external factors to minimize risks or failures in procedures and/or processes and formulate plans/playbooks to achieve an organization's long-term goals. 

OUTCOMES: 

1. Drives high levels of teacher and leader satisfaction with school scheduling, facilities and overall school operations

2. Ensures little to no variance between school budget and actual spending

3. Creates time and capacity for Head of Schools and Academy Leaders to lead instruction, talent and school culture priorities

• Brainstorming with the Head of Schools and Director of Operations to create new project strategies. 
• Developing ways to improve parent, scholar, and stakeholder experience and build brand loyalty. 
• Work with internal departments and external partners to execute the school's development plans and strategies. 
• Researching national school trends to identify stakeholder demand.
• Conducting research and analyses of operational effectiveness, processes, stakeholders, etc. 
• Aligning departmental goals, processes, and resource allocation with the organizational strategy. 
• Presenting findings, projections, and recommended actions. 
• Planning, implementing, and managing proposed recommendations and projects. 
• Supporting and guiding department heads on decision-making processes. 

Education: 

• Bachelor’s degree in education, business, administration, or related field. 
• Two to four years of previous experience in management, customer service, or related field.

Experience: 

• 3 years of work experience, preferably in education and/or business or operations management
•  2 years managing a team or multiple large projects preferred.

Other: 

• Able to analyze data and translate results into better solutions. 
• Able to multitask, prioritize, and manage time effectively. 
• Goal-oriented, organized team player
• Creative problem solver who thrives when presented with a challenge
• Eager to expand the company with new ideas
• Self-motivated and self-directed
• Proficient computer skills, Microsoft Office Suite (Word, Powerpoint, Outlook, and Excel)

Project Management Skills

Negotiation Skills

Excellent Verbal and Written Communication

Organization and Planning Skills

Research and Analytical Abilities

• Demonstrated management and leadership skills. 
• Strong project and time management skills; ability to effectively backwards plan, juggle multiple priorities with great attention to detail, and deliver consistent and timely results.
• Strong systems thinker, builder, planner.
• Sense of humility, customer service mindset, and shows urgency and the ability to proactively solve problems and make decisions quickly. 
• Team player with strong interpersonal and stakeholder management and relationship building skills. 
• Ability to lead, influence, and hold others accountable to upholding high standards of operational excellence. 
• Ability to be calm under pressure, especially in difficult conversations with parents and staff. 
• Excellent organizational, verbal and written communication skills. 
• Excellent computer skills, including Microsoft Word, Microsoft Powerpoint and Microsoft Excel. 
• Desire to continuously learn and increase effectiveness as a professional. 
• Unwavering commitment to Ivy Prep’s mission and willingness to go above and beyond to meet the needs of all Ivy Prep stakeholders.

• Develop the school-wide operations vision that supports and enables the academic and cultural vision of the school
• Plays a leadership role in the school’s strategic and annual planning and budgeting process 
• Advises, coaches, and develops school operations team members, (front office staff and holds the accountable to goals and outcomes)
• Serves as a primary point of contact for the district office, responding to requests and collaborating with district colleagues to build scalable, district-wide systems, policies and procedures
• Owns all logistics (e.g. transportation, lodging, meals, staffing plan, etc.) of all off-site field trips and all on-site special events (Report Card Nights, Performances, Promotions, Staff Celebrations, etc.)
• Serves as point person for hosting visitors and donors (familiarize self with a building tour)
• Ensures that scholars and staff have access to needed technology and works with the school technology team to plan technology related enhancements. 
• Leads the school Day One process each year to ensure the school is ready to open by ordering furniture, equipment, instructional supplies, and ensuring that scholar services (e.g. food service, transportation) are ready
• Manages systems for and maintains accurate scholar data and information in compliance with federal, state, district and school expectations. 
• Works with Academy Leaders and Testing Coordinator to manage the logistical elements of all major scholar assessments 
• Ensures that Parent Academy is tightly planned and executed
• Ensures that the school is prepared for emergencies by conducting all drills and training staff on emergency plans
• Partners with district HR/recruitment on the new hire process (e.g. interviews, new hire offer letters, onboarding)
• Assist with off-boarding process for employees and partners with the district HR team on any action items surrounding the exit logistics
• Reviews time-off data to ensure accuracy and assess leave trends
• Communicates leave needs and critical dates to the HR team and assists in facilitation of employee leaves
• Performs other duties assigned by the appropriate administrator
• Required to attend scheduled shift during regular business hours as mandated
• Communications, liaison with Communications Specialists
• Open Records Request 
• Work with Accountability Specialist to coordinate Governance Board operations