Executive Administrative Assistant HQ

Unclassified - Fort Lauderdale, FL

Full-time - Mid Level

Fort Lauderdale, FL

About the position

EdisonLearning, Inc. is seeking a full-time Executive Administrative Assistant for our headquarters in Fort Lauderdale, FL. This role is pivotal in supporting the President & Chief Executive Officer (CEO) as well as the Vice Presidents of School Operations and Strategy & Growth for NorthStar Academies, Inc. The Executive Administrative Assistant will handle highly confidential information and must perform duties with discretion and professionalism. This position acts as the office manager for the corporate home office, ensuring smooth day-to-day administrative and clerical functions for the executives. Responsibilities include preparing correspondence, arranging conference calls, scheduling meetings, managing travel arrangements, processing invoices, and assisting with entry-level human resources tasks. The role also involves providing administrative support to the V.P. Strategy & Growth, including drafting board meeting notices, taking minutes, and coordinating board member attendance and documentation. EdisonLearning is dedicated to equitable access and opportunity for every learner, and the organization’s growth is attributed to the commitment of its professionals to make a difference in students' lives. The company values wisdom, justice, courage, compassion, hope, respect, responsibility, integrity, and resilience, which guide its character and ethics curriculum. The Executive Administrative Assistant will play a crucial role in maintaining these values through effective communication and support for the leadership team.

Responsibilities

• Provide administrative support to the Ft. Lauderdale office Executives and Human Resources Department by anticipating and preparing materials needed for conferences, correspondence, appointments, meetings, and telephone calls.
• Compose memoranda from dictation, verbal direction, or from knowledge of company policy or procedures; file correspondence and other records.
• Manage Executive calendars, events, and travel arrangements upon request.
• Prepare travel and expense reports as needed.
• Greet visitors, ascertain nature of business, and direct visitors to employer or appropriate person.
• Manage office supplies and reorder as needed.
• Answer incoming phone calls and direct callers accordingly or take messages for timely delivery.
• Assist in resolving any administrative problems and run company errands.
• Collect and route mail timely to appropriate parties.
• Assist the V.P. of School Operations with the compilation of all NorthStar Academies Task Force Reviews and site audit documents.
• Prepare Observation & Operational Walkthrough Forms and create FL Yearly School Calendars.
• Plan, coordinate, and organize the EdisonLearning Leadership Development Academy (ELDA) trainings and the Monthly New Staff Onboarding/Training.
• Assist with preparing training presentations and documents, and prepare and distribute Standard Operating Procedures and EdisonLearning Accountability Tools.
• Input data and create and maintain school operational reports, and support with preparing travel requests.
• Compile information and prepare and maintain a variety of school records, logs, and reports related to school operations and academic achievement.
• Prepare correspondence and memos independently or from written and/or oral instructions for the V.P. Strategy & Growth and Board Liaison.
• Maintain confidential files and records for the Vice President and Board documents, and arrange special luncheon meetings as directed.
• Manage or develop databases for mailings and organizational directories, and schedule facility setups and catering arrangements as needed.
• Work with members of the NorthStar Board of Directors to ensure communication is professional, timely, and accurate, serving as a Board Liaison.

Requirements

• High school diploma or GED required; college degree preferred or equivalent experience.
• Experience in education or Human Resources arena preferred.
• Strong employee and/or customer relations experience preferred.
• Basic knowledge of employment laws preferred.
• Superior interpersonal and relationship building skills, including excellent verbal and written communication.
• Proficiency in Microsoft Office required; comfortable using web-based tools.
• Ability to work with minimum supervision and manage multiple tasks successfully.
• Demonstrated ability to handle confidential and sensitive information.

Nice-to-haves

• Experience in a corporate office environment.
• Familiarity with board meeting procedures and documentation.

Benefits

• Medical, Dental, Vision insurance coverage.
• Basic Life/AD&D company paid.
• Voluntary Life/AD&D, Short/Long Term Disability insurance.
• Generous time off schedule including Holidays, Personal, Vacation, and Sick Time.
• Retirement Plan with loan assistance.
• Employer Paid Teladoc Mental Health support network.
• Perks at Work discount site.