Executive Assistant to the Chief Academic Officer

Position Summary

The Executive Assistant to the Chief Academic Officer (CAO) serves as a trusted partner, providing high-level administrative, operational, and organizational support to ensure the effective leadership of the academic program. This position manages executive priorities, coordinates communications, oversees key projects, and serves as a liaison between the CAO, school leaders, staff, families, and external partners.

The Executive Assistant exercises sound judgment, maintains strict confidentiality, anticipates needs, and helps ensure that the Chief Academic Officer can focus on instructional leadership, academic excellence, strategic initiatives, and student success.

Essential Responsibilities

Executive Support

• Manage the Chief Academic Officer's calendar, appointments, meetings, and priorities.
• Coordinate logistics for meetings, presentations, leadership retreats, and academic events.
• Prepare agendas, briefing materials, reports, and meeting notes.
• Screen correspondence and respond to inquiries on behalf of the Chief Academic Officer as appropriate.
• Manage confidential documents and sensitive information with discretion.

Operations & Project Management

• Coordinate and monitor academic initiatives and organizational projects on behalf of the Chief Academic Officer.
• Track action items, deadlines, and strategic priorities.
• Assist in developing systems that improve organizational efficiency and communication.
• Coordinate internal workflows between school leaders, academic departments, and administrative teams.
• Support planning and execution of professional development, leadership meetings, and Board presentations as needed.

Front Office Support

• Support the front office, providing exceptional services to guests, teachers, families, partners, vendors, and scholars. 
• Support operations with transportation questions and requests and forward to the transportation team.
• Ensure a clean and organized front office working environment.
• Understand arrival and dismissal procedures.
• This role will be positioned in the Front Office. 

Communication & Relationship Management

• Serve as a primary point of contact for school leaders, staff, families, community partners, and visitors seeking to connect with the Chief Academic Officer.
• Draft and edit professional correspondence, presentations, reports, newsletters, and academic communications.
• Coordinate communication between the Chief Academic Officer, school leadership teams, and external stakeholders.
• Represent the Chief Academic Officer professionally while providing exceptional customer service.

Administrative Leadership

• Assist with maintaining academic policies, procedures, and operational documentation.
• Coordinate travel arrangements, purchasing, reimbursements, and executive expense tracking as needed.
• Maintain organized digital and physical filing systems.
• Support compliance reporting, accreditation documentation, and data requests.
• Conduct research and compile data to support strategic planning and informed decision-making.

Leadership Support

• Assist with onboarding school leaders and coordinating leadership meetings.
• Support hiring processes by scheduling interviews and coordinating candidate communications for academic positions.
• Help monitor organizational goals, academic initiatives, and performance metrics.
• Anticipate emerging needs and proactively recommend solutions to improve organizational effectiveness.
• Perform other duties as assigned by the Chief Academic Officer.

Qualifications

• Associate's or Bachelor's degree preferred.
• Three or more years of executive administrative experience, preferably in education, nonprofit, or a mission-driven organization.
• Exceptional organizational and project management skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities with accuracy and professionalism.
• Strong technology skills, including Microsoft Office, Google Workspace, student information systems, and project management platforms.
• Ability to maintain confidentiality and exercise independent judgment.
• Strong interpersonal skills and a collaborative, solutions-oriented mindset.