Academic Executive Assistant

Are you ready for new challenges and new opportunities?

Join our team!

Current job opportunities are posted here as they become available.

Beta Academy is a Title I School wide campus. I understand that part or all of this job could be funded with federal funds.

The mission of the Beta Academy Academic Executive Assistant is to provide high-level executive and administrative support to the Chief Academic Officer and academic leadership team, helping establish world-class classrooms through a culture of joyful rigor and develop scholars and leaders who can contribute on a community, national, and international level. The primary purpose of this role is to create greater capacity for the Chief Academic Officer by protecting her time, attention, and priorities and proactively handling the administrative, operational, logistical, and academic support necessary to keep important work moving forward.

• Academic meetings, professional development, assessments, coaching visits, deadlines, and events are accurately scheduled.
• Calendar invitations include the correct date, time, location, materials, and required attendees.
• Events are scheduled at least two weeks in advance when the information is available.
• The Chief Academic Officer is informed of scheduling conflicts and upcoming priorities before they become urgent.

• Maintain an accurate system for tracking academic projects, action items, responsible parties, and deadlines.
• Follow up consistently to ensure assigned projects and deliverables are completed on time.
• Provide the Chief Academic Officer with regular updates on outstanding items, approaching deadlines, and potential concerns.
• Assist the curriculum and instruction team in meeting deadlines for 100% of assigned projects.

• Prepare accurate agendas, reports, presentations, data, background information, and supporting materials before meetings.
• Attend meetings as requested and document decisions, action items, responsible parties, and deadlines.
• Distribute meeting notes and follow-up communication in a timely manner.
• Look ahead daily, weekly, and monthly to ensure the Chief Academic Officer is prepared for upcoming meetings, events, deadlines, and academic priorities.

• Prepare and update academic data for the Chief Academic Officer’s meetings with principals and academic leaders.
• Run reports from academic and assessment programs according to the established schedule.
• Organize data into accurate, clear, and user-friendly spreadsheets, trackers, dashboards, and summaries.
• Identify missing, inconsistent, or concerning information and promptly communicate it to the appropriate academic leader.

• Monitor academic programs and platforms weekly to ensure rosters, access, assignments, completion information, and other records are current.
• Coordinate with staff and vendors to resolve access, roster, data, and program concerns promptly.
• Maintain organized digital records for academic programs, reports, projects, and recurring processes.

• Track teacher completion of required curriculum, academic, and technology training.
• Track completion of academic surveys and other required academic deliverables.
• Send timely reminders and follow up on outstanding requirements.
• Communicate incomplete requirements to the appropriate academic leader so established completion goals are met.
• The Chief Academic Officer rarely has to aKey responsibilities include managing the district academic calendar, preparing the Chief Academic Officer for…