Executive Assistant to Vice President of Academic Affairs

Executive Assistant To The Vice President Of Academic Affairs

Salary Range: $60,000 - $70,000 Annually

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.

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 with the planning and execution of school wide events,…