Executive Administrative Assistant

$50,000 - $55,000/Yr

Exploration Elementary Charter School For Science And Technology - Rochester, NY

Full-time - Entry Level

Rochester, NY

Transit and Ground Passenger Transportation

About the position

The Executive Administrative Assistant is a confidential position that provides high-level administrative support to the Principal and the Director of Finance and Operations (DFO) at Exploration Elementary Charter School for Science and Technology. This role is crucial for ensuring efficient operation and communication within the school. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities with discretion and professionalism. The position requires a proactive approach to problem-solving and the ability to maintain confidentiality in handling sensitive information. In this role, the Executive Administrative Assistant will manage executive calendars, which includes scheduling meetings, appointments, and travel arrangements. The assistant will also prepare and edit correspondence, communications, presentations, and other documents, ensuring that all materials are accurate and professionally presented. Handling incoming and outgoing communications, including phone calls, emails, and mail, is a key responsibility, as is organizing and coordinating meetings, which involves preparing agendas, distributing materials, and taking minutes. The Executive Administrative Assistant will serve as the Clerk to the Board of Trustees, attending board meetings, preparing the board meeting agenda, and taking official notes of the meetings. Additionally, the assistant will assist with special projects and initiatives as needed, prepare reports and presentations, and manage various administrative tasks such as submitting payroll journals for approval and maintaining human resources employee files. The role also includes office management responsibilities, such as assisting the Operations Team with supplies inventory and ensuring that the Executive Office Suite is organized and well-supplied. Confidentiality and discretion are paramount in this position, as the Executive Administrative Assistant will handle sensitive information and must maintain a high level of professionalism and integrity. The role may also involve performing other duties as assigned by the DFO or the Principal, contributing to the overall success of the school's administrative functions.

Responsibilities

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications, including phone calls, emails, and mail.
• Organize and coordinate meetings, including preparing agendas, distributing materials, and taking minutes.
• Serve as the Clerk to the Board of Trustees, including attending board meetings, preparing the board meeting agenda, and taking official notes of the meetings.
• Assist with special projects and initiatives as needed.
• Assist with the preparation of reports and presentations.
• Attain final approvals of orders and submit orders as approved.
• Prepare the daily substitute form and distribute to the school.
• Submit the payroll journal for approval.
• Maintain the human resources employee files.
• Reconcile receivables and payables.
• Serve as a liaison to vendors or contract representatives.
• Assist with audits.
• Assist Operations Team with supplies inventory and order items as needed.
• Ensure the Executive Office Suite is organized, presentable, and well-supplied.
• Maintain the Executive Conference Room calendar.
• Direct employees to the appropriate resources, as needed.
• Handle sensitive information with the utmost confidentiality and discretion.
• Maintain a high level of professionalism and integrity.
• Perform other duties assigned by DFO or the Principal.

Requirements

• Associate Degree in Administrative/Legal Assistant or a related field.
• Minimum of 3 years of experience in an administrative support role, preferably supporting senior executives.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and Google Suites.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.
• Professional demeanor and appearance.
• High level of integrity and ability to maintain confidentiality.
• Proactive and self-motivated with a strong work ethic.
• Excellent interpersonal skills and the ability to work collaboratively with diverse teams.