Executive Assistant

Executive Assistant

Sonoma Academy is an independent high school located in Santa Rosa, CA on a 34-acre campus, surrounded by 1,000 acres of protected open space, at the base of Taylor Mountain. Founded in 2001, it provides an engaging, challenging, and innovative college preparatory education and a supportive community for motivated learners from Sonoma, Napa, Marin, Lake, and Mendocino counties.

Sonoma Academy calls its students to be creative, ethical, and committed to learning. The school nurtures inspiring teachers and engages with the surrounding community, and its students communicate across cultures as they prepare to become leaders in a dynamic world.

We believe that learning occurs best in a connected community. Diversity, equity, and inclusivity are essential to an education in which all members of our community thrive. We are committed to cultivating a diverse community that is conscious and welcoming of difference, dedicated to investigating and advancing equity, and engages with our local and global community.

The Executive Assistant provides high-level administrative and operational support to the Director of Teaching & Learning, Sr. Director of Strategy & Community and Development Director. This position requires exceptional organizational skills, discretion, initiative, and the ability to manage multiple priorities in a dynamic, mission-driven school environment. The ideal candidate thrives on variety, enjoys problem-solving, and contributes to a culture of professionalism, collaboration, and efficiency.

This full time 12-month position pays $33 - $45 per hour (approx.$70,000 – $95,000 per year), commensurate with experience.

Key Responsibilities:

• Manage complex calendars, schedule meetings, and coordinate logistics for leadership and departmental teams.
• Prepare, proofread, and format correspondence, reports, presentations, and other professional documents.
• Oversee departmental spending, including tracking credit card transactions and coordinating with the Accounting Department.
• Track deadlines, follow-ups, and deliverables to ensure timely completion of key projects.
• Prepare meeting agendas, materials, and minutes; ensure follow-up on action items.
• Handle confidential information with discretion and professionalism.
• Serve as a backup to the Head of School Executive Assistant, including taking minutes at board meetings and providing front desk coverage when needed.

Cross Departmental Coordination:

• Act as a connector among administrative, academic, and advancement departments to ensure effective communication and alignment on school-wide initiatives.
• Support planning and execution of major school events, board meetings, and special projects.
• Contribute to process improvements and help build efficient administrative systems and workflows.
• Collaborate with the Calendar Management Group to promote effective scheduling and communication practices.
• Coordinate facility use and rentals, as needed, from inquiry through execution.
• Leader-Specific Responsibilities

Other Responsibilities by department:

Teaching & Learning:

• Coordinate scheduling for classroom observations, professional development sessions, and academic meetings.
• Support communications to faculty and staff related to curriculum initiatives, accreditation, and instructional programs.
• Manage documentation for professional development budgets, reimbursements, and reports.

Strategy & Community | Development, Advancement & Admissions:

• Provide administrative support for donor meetings, acknowledgments, and fundraising or community events.
• Maintain accurate donor and constituent records, mailing lists, and correspondence tracking.
• Assist in preparing stewardship reports, campaign materials, and event logistics.
• Support campus and advancement events as needed.

Required

Education and Experience:

• Bachelor's degree or equivalent experience required.
• Minimum 3-5 years of administrative experience supporting senior leadership, ideally in an educational or nonprofit setting.

Competencies required:

• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency…