Executive Assistant to Vice President of Academic Affairs

Executive Assistant to the Vice President of Academic Affairs

Job Type:

Full Time

Experienced

Job Description:

SALARY RANGE : $60,000 - $70,000 Annually

JOB SUMMARY

The Executive Assistant to the Vice President of Academic Affairs provides essential administrative, organizational, and operational support to the Academic Affairs Office, which serves as a central hub for the academic life of Mid-Pacific. This is a highly collaborative and dynamic role that supports communication, coordination, project management, and follow-through across the divisions of the school and with the wider Mid-Pacific community.

The Executive Assistant manages the day-to-day operations of the Vice President’s office; collects, organizes, and communicates important information; supports school wide initiatives and events; and serves as a professional and welcoming point of contact for students, parents, faculty, staff, visitors, and community partners. This role requires strong judgment, attention to detail, discretion, and the ability to manage a high volume of work within a busy school environment.

The ideal candidate is proactive, organized, collaborative, solutions-oriented, and able to anticipate needs while maintaining a professional, focused, and responsive office environment. This position provides full-spectrum administrative support to the Vice President of Academic Affairs, including support for sensitive and confidential matters that require professionalism, trust, and careful communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative and Office Support

• Provide comprehensive administrative support to the Vice President of Academic Affairs, including calendar management, correspondence, meeting preparation, project tracking, document preparation, and follow-up.
• Manage the daily operations of the Academic Affairs Office with professionalism, efficiency, discretion, and warmth.
• Serve as a welcoming and professional point of contact for visitors, parents, students, faculty, staff, and community members through in-person interactions, phone calls, email, and other communication.
• Perform general office duties, including answering phones, responding to emails, greeting visitors, filing, sorting mail, and managing incoming and outgoing correspondence.
• Prepare and organize materials for meetings, presentations, school wide events, retreats, Board Committee meetings, and professional learning days.
• Support the preparation of presentations, surveys, reports, mass communications, and other materials for internal and external audiences.
• Maintain confidentiality and exercise sound judgment when handling sensitive information, including matters involving students, employees, families, and institutional priorities.

Calendar, Scheduling, and Meeting Support

• Manage a complex and active calendar for the Vice President of Academic Affairs, including standing meetings, one-time meetings, parent meetings, team meetings, and school wide events.
• Schedule meetings thoughtfully and efficiently, allowing appropriate transition time between meetings and protecting time for focused work when needed.
• Coordinate logistics for meetings, retreats, and events, including room reservations, technology needs, supplies, refreshments, lunch orders, setup, and cleanup.
• Support the VPAA and Principals in preparing agendas, packets, and materials for the Education Committee of the Board.
• Track meeting outcomes, follow-up items, deadlines, and reminders to ensure timely completion of tasks and projects.

School wide Communication and Collaboration

• Coordinate communication and information flow across divisions, departments, and school wide teams.
• Work collaboratively with administrative assistants and colleagues across campus to support interdepartmental projects, school wide events, and coverage needs.
• Support school wide document review and editing, including handbooks, agendas, communications, reports, and other materials requiring accuracy, consistency, and careful proofreading.
• Assist with the organization and coordination of school wide teams, committees, accreditation work, professional learning days, and other Academic Affairs initiatives.

Budget, Purchasing, and Operational Support

• Assist with budget tracking, reimbursements, purchase orders, P-20s, materials acquisition, and other administrative processes.
• Track and process time-sensitive operational tasks with accuracy and follow-through.
• Manage timesheets for hourly Academic Affairs staff and provide backup support for substitute teacher program timesheets, scheduling, and daily task management as needed.
• Support conference registration, travel arrangements, and related logistics for the Vice President of Academic Affairs.

School wide Projects and Events

• Support the management, updating, and communication of the all-school calendar in collaboration with the VPAA and other school leaders.
• Support the annual review and editing of school handbooks and other school wide documents.
• Assist…