Executive Assistant to Assistant Superintendent

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Current job opportunities are posted here as they become available.

Beta Academy is a Title I School wide program. I understand that part or all of this position may be funded with federal funds. This is a 12-month position.

The mission of the Executive Assistant to the Assistant Superintendent is to increase the capacity and effectiveness of the Assistant Superintendent through exceptional organization, preparation, communication, and follow-through. The Executive Assistant ensures that calendars, meetings, materials, action items, trainings, events, and administrative responsibilities are thoughtfully coordinated and executed at a standard reflective of Beta Academy's commitment to excellence.

Assistant Superintendent

Meet Executive Organization & Calendar Goals

• Maintain an accurate, organized, and current calendar for the Assistant Superintendent.
• Ensure meeting conflicts, preparation needs, deadlines, and scheduling concerns are identified proactively.
• Ensure the Assistant Superintendent is prepared for meetings, trainings, school visits, presentations, and events with necessary materials available in advance.
• Maintain zero missed meetings, deadlines, or commitments due to administrative oversight.

2. Meet Meeting & Follow-Through Goals

• Capture 100% of assigned meeting action items and maintain an organized system for tracking deadlines, responsible parties, and completion.
• Send agendas, materials, invitations, and meeting information within established timelines.
• Complete assigned follow-up from meetings accurately and on time.
• Maintain clear visibility of upcoming priorities, deadlines, and outstanding tasks for the Assistant Superintendent.

3. Meet Communication & Quality Goals

• Produce written communication that is professional, grammatically correct, accurate, and aligned with the voice and standards of the Assistant Superintendent and Beta Academy.
• Proofread assigned emails, documents, presentations, agendas, reports, and other materials before distribution.
• Ensure materials prepared for internal and external audiences are polished, organized, and professional.
• Maintain confidentiality and exercise discretion with sensitive scholar, staff, family, and organizational information.

4. Meet Presentation & Material Preparation Goals

• Create professional, visually polished slide decks and materials that reflect the standard of excellence expected of the Assistant Superintendent's office.
• Ensure presentations are accurate, grammatically correct, visually consistent, and ready by established deadlines.
• Prepare agendas, handouts, sign-in materials, forms, documents, and supporting resources for meetings and trainings as assigned.
• Complete requested revisions accurately and within established timelines.

5. Meet Training, Meeting & Event Coordination Goals

• Ensure assigned trainings, meetings, book clubs, school visits, and events are fully prepared prior to the scheduled start time.
• Coordinate rooms, technology, materials, food, supplies, invitations, attendance needs, and other logistics as assigned.
• Confirm logistics in advance and communicate changes promptly.
• Ensure meeting and training spaces are prepared to Beta Academy standards.

6. Meet Purchasing & Administrative Goals

• Submit assigned purchase orders, reimbursements, registrations, and administrative requests accurately and within established timelines.
• Maintain receipts and required supporting documentation.
• Coordinate approved orders, printing, supplies, deliveries, food, and materials.
• Maintain accurate and organized records for assigned administrative responsibilities.

• Executive Administrative Support
• Organization & Attention to Detail
• Calendar & Scheduling Management
• Meeting & Event Coordination
• Presentation & Document Preparation
• Task & Deadline Management
• Professional Judgment & Confidentiality
• Customer Service
• Problem Solving & Resourcefulness
• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• High Standards
• Teamwork

Executive & Calendar Support

• Maintain and organize the Assistant Superintendent's calendar, including meetings, school visits, trainings, events, deadlines, and professional commitments.
• Schedule and coordinate meetings across campuses, departments, and external organizations as directed.
• Anticipate scheduling conflicts and communicate concerns…