Executive Assistant to CEO

Job Description

Plans, assigns and reviews the work of secretarial personnel engaged in the office management in each administrative office. Acts as a liaison between the CEO and the secretarial staff. Participates in the formulation and organization of office procedures. Performs secretarial assignments of a confidential nature.

Essential Functions

• Plans, assigns and reviews the work of secretarial personnel engaged in typing reports, records, letters and other written and dictated materials; orients and trains secretarial personnel in office practices and procedures.

• Prepares reports of a statistical nature; formulates, organizes and edits material originated in the office

• Answers or refers inquiries and gives out approved information over the telephone or in person; interprets departmental or school policies when necessary; maintains an administrator’s or principal’s calendar and arranges appointments.

• Types materials which may be of a confidential nature; organizes and maintains files, records, guides and rule books; screens and routes office mail.

• Processes payroll in a timely manner; collects time and attendance registers from and reviews, verifies, and posts information to the payroll system and time and attendance registers.

• Assists in the preparation of budget requests and requisitions; participates in the formulation and organization of office and clerical practices and procedures.

• Acts as a liaison between administrators or principal and secretarial staff.

Duties and Responsibilities

• Manage the CEO’s workflow and priorities and special projects

• Prepare for and follow up on internal and external meetings. When necessary, participate directly in external meetings

• Develop, implement and improve new and current office/school initiatives including creating forms and developing procedures

• Proactively identify ways to improve the efficiency of the leadership team.

• Anticipate and implement methods to improve processes and procedures of the administrative team

• Responsible for the organization, coordination and distribution of agendas for Board meetings

• Draft and edit various documents including internal/external correspondence

• Facilitate the flow of emails and telephone communications

• Assist principals as assigned by CEO

• Order textbooks for principals

• Maintain funds for school trips, fundraisers, 8th grade purchases, etc.

• Manage PTO forms and spreadsheets

• Administers employment letters

• Quality control of all enrollment functions

• All personnel functions

• Prepare and submit payroll invoices

• New hire onboarding (including employment documents and benefits)

• Miscellaneous Staff Forms (ACT 168s, PSERS, etc.)

Required Skills, Knowledge, and Abilities

• Excellent written, oral and interpersonal skills

• Excellent research, analytical, planning and organizational skills

• Ability to work independently, exercise professional judgment, and have discretion

• Team-oriented and flexible

• Proficient in MS Office Suite

Additional Duties

• Plan, schedule and perform a wide variety of difficult and complex clerical/secretarial and typing work related to specialized functions requiring considerable knowledge of policies, terminology and procedures.

• Understand all Microsoft Office functions at a proficient rate; including creating Excel spreadsheets, PowerPoint, executive level memos, etc.

• Exhibit a comprehensive level of understanding for the Student Information System (SIS).

• Act as resource person for school or office policies and practices.

• Provide information regarding facts and interpretations of programs or District policies or procedures.

• Compose, prepare and type correspondence, memorandum, and statistical reports.

• Prepare documents based on data obtained from records and other sources, process data in accordance with prescribed procedure.

• Organize office work, make appointments and schedule meetings for administrators and other personnel.

• Prepare periodic reports involving research from various sources and working out details of presentations; maintain files and records.

• Assist in suspensions, transfers, expulsion reports, attendance student records, financial activities and other student actions.

• Knowledge of principles of office automation and workflow.

• Knowledge of advanced computer terms and operating techniques related to administrative and financial record keeping, databases, text processing, reporting and presentations.

• Knowledge of principles and practices of effective customer service.

• Ability to carry on several simultaneous assignments, with close attention to schedules and deadlines.

• Ability to analyze problems accurately and adopt an effective course of action.

• Ability to work independently with little direction exercising good judgment in relieving the administrator of administrative details and communication.

• Ability to perform business mathematics functions and maintain financial records.

• Ability to establish and maintain effective relationships with those contacted in the course of work.

• Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance.

• All other duties as assigned by the administration.

Minimum Requirements

• High school diploma or its equivalent; Associate Degree Preferred

• Documented paid experience on the resume of clerical and secretarial duties.

”Qualified candidates will be required to pass a written and typing proficiency/practical exam in order to be considered for this position.*

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Job Type: Full-time

Experience:

• Executive Assistant: 1 year (Preferred)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off

Typical start time:

• 8AM