Academic Executive Assistant at Texas Sports Academy Main

Texas Sports Academy is a K-12 school designed for serious student-athletes who want both elite academics and high-level athletic development. Students learn twice as fast as traditional schools in just 2 hours a day, using the same 2-Hour Learning model as Alpha School. We are an AI-first school where AI is woven into how students learn, how the team works, and how we build and scale everything we do. That frees up their entire afternoon for serious training, where they work alongside former pro and D1 athletes coaching them at the highest standard.

We're hiring a Personal Assistant to work side by side with our Head of Academics in Austin. The Head of Academics runs our guides, academic coaches, testing, student progress, parent escalations, and the systems behind them. You'll take the repeatable work off their plate: inbox, calendar, new hire setup, follow-ups, data pulls, and meeting prep. That gives them time for the work only they can do: student decisions, policy, strategy, and people. The goal is simple: give them back 8 or more hours a week within 30 days.

What You'll Do

• Inbox Triage: Sort the Head of Academics' inbox each day. Archive the automated noise, forward emails that belong to someone else, and flag the few that need a decision.
• Calendar Management: Book staff syncs, protect focus time, fix conflicts, and prep the day's agenda each morning.
• New Hire Account Setup: Run our onboarding checklist for each new hire across Google Workspace, Slack, Timeback, guide profiles, calendar invites, Read AI, StudyFilm, and Notion. Send welcome emails and login details from templates. Temporary passwords always go through a secure channel.
• Follow-Up Tracking: Keep a list of open items and check in with people until each one is done, including the occasional evening nudge.
• Access and Expense Admin: Handle permission requests or pass them to the right system owner. Manage purchases, reimbursements, and tool setup.
• Student Data Pulls and Evidence Packets: Pull MAP scores, XP totals, pace status, and test completion into our standard summary format. Put together MAP retake and invalidation evidence packets (sitting history, durations, rapid-guess rates) and gather academic records for unenrollment cases. The decisions and parent conversations stay with the Head of Academics.
• Meeting Prep and Drafts: Write agendas, prep notes before parent calls, and action items after syncs. Draft replies to common guide questions from our answers library, and draft SMS and policy messages for approval.

Requirements

• Data Accuracy: You can read a data table and write a clear, correct summary of it. You don't need SQL, but you should be comfortable pulling numbers from dashboards. You never share a number you haven't checked.
• Plain, Warm Writing: Your emails and Slack messages are short, clear, and friendly. No corporate speak.
• Reliable Follow-Through: Nothing you own gets forgotten. You work fast without getting sloppy.
• Attention to Detail: You follow written steps exactly. If a step is wrong, you say so instead of working around it.
• Problem Solving: When there are no instructions, you figure things out on your own. You dig into a new tool or an unfamiliar question and work it out instead of waiting for step-by-step instructions.
• AI Tools: You're comfortable using AI tools to draft and summarize. Much of this role works alongside our internal AI tooling.
• Discretion with Student Data: You treat grades, test flags, accommodations, and family situations as confidential, with FERPA-level care. You also respect the limits of the role. You never make or share a decision that changes a student's academic record, never send anything to parents without review, and never send passwords in plain text.
• Admin Tools: You can run the Google Workspace admin console, Slack admin, and a few internal web tools on your own. You'll learn Timeback, our student information system, and our dashboards on the job.
• Location: On-site in Austin, Texas, working in person with the Head of Academics, roughly 8 am to 5 pm with occasional evening follow-ups. U.S. work authorization required.

Bonus Points

• Executive Assistant or Operations Experience: You've supported a leader or run operations at a startup or a school.
• Scheduling and Project Tools: You've used Calendly, Notion, Linear, and basic spreadsheets.

Benefits

Pay: $25/hour