Executive Administrative Assistant at BEACON ACADEMY OF NEVADA

BEACON ACADEMY OF NEVADA

Executive Administrative Assistant

The Executive Administrative Assistant, under the direct supervision of the Executive Director of Academics and Executive Director of Operations, will provide comprehensive administrative support to school administration, having responsibilities and duties that are directly related to the management and general business operations of the school. This position requires the ability to exercise discretion and independent judgment on matters of significance directly related to the management and administration of school policies and operations. The ideal candidate will be a proactive problem solver with exceptional critical thinking skills, communication skills, and meticulous attention for details. We rely on the Executive Administrative Assistant to be flexible and consistent, while maintaining confidentiality of high-level systems and operations.

Terms of Employment : 12 month per Contract of Employment

Salary : The compensation for this position is in alignment with the BANV Governing Board approved Salary Schedule; Salary Schedule based on years’ experience and degree held. Compensation for all positions are determined by the Governing Board and Administration of Beacon Academy. Consideration is given for experience and specialized skills in determining salary.

Salary Range : $15.00 - $40.98

Classification: Salary Exempt

Essential Duties and Responsibilities

• Assist and support primarily the Executive Directors, and provide additional support to executive team members, as directed, to ensure that school goals and objectives are accomplished and that operations run efficiently.
• Ability to exercise discretion and independent judgment, which involves considering, comparing, and evaluating different courses of action and then making a decision, or recommending a decision on sufficiently important and consequential matters.
• Plan and orchestrate work to ensure that Executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage professional and personal scheduling for Executives, including agendas, mail, email, phone calls, client management, and other school logistics.
• Coordinate complex scheduling and calendar management (e.g. weekly/daily management of parking lot coverage tracker, Board meeting minutes, quarterly safety meetings, etc.), as well as content and flow of information to administration, faculty, and staff.
• Provide administrative and office support, such as typing, spreadsheet creation, faxing, and maintenance of electronic records management filing system and contact database.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and off-site, to include but not limited to graduations, trainings, and professional development.
• Prepare agendas, presentations, and reports for meetings, ensuring accuracy and professionalism.
• Draft and proofread correspondence, memos, reports, and other documents on behalf of school administration.
• Maintain and organize electronic files pursuant to the Records Management Policy, ensuring confidentiality and easy retrieval.
• Act as Executive Director’s representative in dealings with third parties; act as the primary point of contact for internal and external stakeholders, providing information and handling inquiries.
• Coordinate travel arrangements, including flights, accommodations, and transportation. Prepare expense reports.
• Serves as a liaison to the Governing Board and external relations efforts; Arrange Governing Board meetings, to include but not limited to agenda setting, gathering and distributing supporting materials, and taking and preparing minutes.
• Assist with purchasing and procurement efforts; serve as a certified contract manager in order to uphold State and local purchasing policies (e.g. order Uber rides for students, assist with the RFP process, etc.)
• Assist Executives with grant management documentation, grant compliance, and fundraising efforts under 501(c)(3) designation.
• Assist Executives with school improvement initiatives including, but not limited to: school accreditation, data-driven decision making, and professional development.
• Assist Executives with compliance reports for SPCSA, NDE, or other educational entities.
• Assist Executives with advertising and marketing duties.
• Assist Executives with maintaining all legal and regulatory compliance required of a state public charter school.
• Perform administrative functions directly related to academic instruction or training.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of objectives for the school.
• Represent the school and the Executive Directors in a positive light through great follow-through skills and sound judgment
• Conserve the Executive’s time by reading, researching, collecting, and analyzing information as needed, in advance.
• Open mail and sort for distribution.
• Keep rules, handbooks, and policy books updated.
• Other duties as assigned.

Knowledge, Skills, and Abilities (Position Expectations)

• Experience in overseeing budgets and expenses.
• Experience in developing internal processes and filing systems.
• Ability to plan and work independently with minimal supervision, while recognizing when to include or refer situations to administration.
• Ability to meet predetermined deadlines for multiple projects and shift suddenly to new tasks as priorities change.
• Ability to work flexible hours or shifts.
• Ability to cooperate and deal tactfully and diplomatically with management, staff, and public.
• Ability to maintain confidentiality of data and knowledge of FERPA requirements, while maintaining an ethical attitude.
• Ability to research, analyze and perform mathematical computations and convey information in an objective and transparent manner.
• Ability to compile, create/compose original reports, correspondence, and records.
• Ability to interpret, explain and apply written and oral instructions, policies, regulations, and procedures.

Qualifications

• Education – High School graduation or other equivalent (i.e.; GED, college, technical, or trade school transcript); Bachelor degree in business administration or other related field preferred.
• Work Experience - 5 to 10 years proven experience as an executive assistant or in a similar role, supporting C-level executives.
• Communication Skills - Above average written and oral communication.
• Computer Skills - Must have advanced technology skills with familiarity of online learning technology and student information systems. Must be adept at word processing, excel spreadsheets, email, search engines, and mail merge.
• Analytical Skills - Previous experience analyzing information and leveraging it to drive improved performance, with an ability to innovate and adapt quickly but purposefully. Demonstrated experience in research, as well as interpreting and communicating data and metrics to others.
• Meticulous Organizational Skills - Demonstrated experience maintaining granular records on a daily basis or relevant experience that demonstrates sustained focus and attention to detail.

Physical Demands

The physical requirements indicated below are examples of the physical aspects that a person holding this position must perform in carrying out essential job functions. Reasonable accommodations may be made to enable a person with a disability to perform the essential job duties.

• Sufficient vision to read printed material, see distance objects with clarity, identify and distinguish objects, and be visually observant of classroom behavior and learning activities.
• Sufficient hearing to hear conversations in person and on the telephone, hear sounds clearly up to 20 feet and be cognizant of verbal altercations in the classroom.
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation and on the telephone, and in addressing groups.
• Ability to exert up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects; ability to occasionally restrain or move up to 50-100 pounds if required to intervene during student safety issues.
• This type of work requires occasional or frequent standing, walking, sitting, bending, or reaching for extended periods of time.
• This type of work requires occasional or frequent stooping, kneeling, crouching or crawling during crisis scenarios such as hard lockdowns, earthquake drills, etc.
• Sufficient manual dexterity and/or mobility to grasp and/or manipulate objects, operate mechanical equipment, and move about the work area.
• Ability to operate, activate and use a computer and other office productivity machinery such as a calculator, copy machine and printer.
• Employees in this classification may be subject to work environments that have exposure to weather or interiors with extremes of heat and/or cold, wet and/or humid conditions, temperature fluctuations, high noise levels, and various work-related hazards such as bloodborne pathogens or other potentially infectious materials.

Disclaimers

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Equal Employment Opportunity Employer

Beacon Academy of Nevada is an Equal Employment Opportunity Employer.

Beacon Academy of Nevada does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, disabilities, marital status, pregnancy status, veteran’s status or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.

Americans with Disabilities Act (ADA) and Section 504 Accommodations

Individuals with disabilities, who need reasonable accommodations in order to apply or maintain employment, should contact Beacon Academy of Nevada’s Department of Human Resources at 702.726.8600.