Administrative Assistant

JOB SUMMARY:

The Administrative Assistant will play a key role in supporting school-wide initiatives to meet the mission, vision, and strategic goals of Ivy Prep Academy. This is an amazing opportunity for an individual seeking an intense, mission-driven, on-the-ground learning experience that touches all aspects of an all-girl school education including curriculum, instruction, operations, finance, board governance, community engagement, partnerships, and fundraising.

The Administrative Assistant creates the capacity for school leadership to focus on Ivy Prep Academy’s most important priorities. The Administrative Assistant manages daily communication, calendar, and workflow, and works on special projects that extend from the Executive Director and CFO work. In doing so, the individual will need to represent the Executive Director and Chief Financial Officer effectively with staff, families, and external visitors, exercise outstanding judgment on sensitive matters and support in triaging and troubleshooting day-to-day challenges.

ESSENTIAL DUTIES:

Duties of the Administrative Assistant include, but are not limited to, the following:

• Strategically manage the Executive Director and CFO’s calendar by scheduling all meetings, events and worktime, ensuring that time is allocated to balance immediate needs with long-term priorities
• Process all communications sent to the Executive Director and CFO by managing email, assessing the importance and urgency of messages, and supporting timely and effective responses
• Produce a daily memo for the Executive Director and CFO that delineates the immediate action items and long-term projects, summarizes all critical communications from the day, and provides an updated daily snapshot of key organizational data
• Execute special projects relating to initiatives that extend from the Executive Director and CFO work: these projects grow in scope as the individual develops organizational knowledge
• Retrieves information as requested from records, email, minutes, and other related documents.
• Prepares written summaries of data when needed
• Assists other departments with special projects as needed
• Serve as a backup to the Front Desk Receptionist
• Advise the Executive Director and CFO with ideas to support organizational development and serve as a sounding board for a range of topics

REQUIRED SKILLS ABILITIES:

• Possesses unwavering integrity and trustworthiness; exercises sound judgment with a deep sensitivity to maintaining confidential information
• Excels at interpersonal relationships by listening attentively, building trust, communicating clearly both verbally and written, and interacting with others respectfully at all times
• Demonstrates very strong organizational skills and detail orientation, with a keen awareness that getting the details right is critical to organizational success
• Is a systems-oriented thinker who analyzes information thoughtfully and develops sustainable systems that promote efficiency and improve outcomes
• Proficient in Microsoft Office Suite or related software and experience working with Google Docs, Google Sheets, and Google Forms
• Ability to work nights, weekends, and overtime as needed
• Commitment to the vision, mission, and values of Ivy Prep Academy

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Business Administration, Communications, Education, or related field required (Associate’s degree with relevant experience may be considered)
• 3-5 years of administrative or executive support experience, preferably supporting senior leadership
• Experience in a K-12 school, charter school, or nonprofit environment preferred
• Proven ability to manage complex calendars, multiple priorities, and fast-paced operations
• Demonstrated professionalism in handling confidential and sensitive information
• Proficiency in Google Workspace and Microsoft Office Suite required
• Strong organizational, communication, and time management skills
• Experience supporting leadership teams, board coordination, or cross-functional projects is a plus

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. All personnel may be required to perform duties outside of their normal responsibilities as needed.