Executive Assistant to the Chief Executive Officer and Principal in Philadelphia, Pennsylvania at Northwood Academy Charter School

Position Summary: The Executive Assistant provides high-level administrative, operational, enrollment, and project support to both the Chief Executive Officer (CEO) and the Principal. The position manages the administrative needs, calendars, communications, requests, and priorities of both leaders while helping coordinate Board and Finance Committee functions, enrollment and student records processes, compliance and charter renewal activities, and schoolwide operational systems. The Executive Assistant serves as a key point of coordination among the CEO, Principal, Board, staff, students, families, and external partners. Success in this role requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced school environment.

Essential Accountabilities:

• Provides comprehensive administrative support to both the CEO and Principal, ensuring that the priorities and administrative needs of both leaders are addressed effectively.
• Manages the CEO’s and Principal’s calendars, including meetings, appointments, school events, and other commitments.
• Coordinates travel, purchasing, ordering, scheduling, and other administrative requests for the CEO and Principal.
• Receives, organizes, and responds to requests directed to the CEO and Principal, as appropriate.
• Prepares correspondence, reports, presentations, meeting materials, and other documents for the CEO and Principal.
• Coordinates meetings and events involving the CEO, Principal, staff, families, Board members, and external partners.
• Supports special projects and performs additional administrative duties assigned by the CEO and/or Principal.
• Handles time-sensitive, sensitive, and confidential matters with professionalism and discretion.
• Prepares Board and Finance Committee meeting agendas in coordination with the CEO and other designated participants.
• Compiles, organizes, and distributes meeting materials and supporting documentation.
• Records and prepares accurate minutes for Board and Finance Committee meetings.
• Tracks meeting decisions, follow-up items, and assigned action steps.
• Maintains organized records of agendas, minutes, resolutions, and related governance documents.
• Supports the CEO in serving as a co-liaison for charter renewal activities and related compliance processes.
• Assists with compliance reporting, documentation, timelines, and follow-up activities.
• Manages EpiCenter and other assigned operational or compliance systems.
• Maintains the Calendar of Collections and other schoolwide tracking tools.
• Coordinates the distribution of information for Charter School Office newsletters and related communications.
• Supports the development and maintenance of the school’s academic calendar for Union and Board review and approval.
• Maintains the internal staff planning calendar.
• Coordinates updates to the Student-Parent Handbook and collects required acknowledgment forms.
• Manages all phases of the student enrollment process, including Apply Philly Charter applications, lottery coordination, acceptance notifications, and enrollment follow-up.
• Processes in-house applications and enrollment documentation.
• Collects, reviews, scans, organizes, and securely maintains required student documentation.
• Enters and updates student information in FOCUS.
• Creates and maintains accurate student files in accordance with school procedures and applicable requirements.
• Requests student records from prior schools and transfers completed files to appropriate staff members.
• Schedules screenings for incoming students.
• Coordinates the identification and screening processes for incoming English Learner (EL) students and students with Individualized Education Programs (IEPs).
• Administers and tracks Intent to Return forms for currently enrolled students.
• Communicates enrollment requirements, deadlines, and next steps clearly and professionally to students and families.
• Serves as a professional and welcoming point of contact for students, families, staff, Board members, and external partners.
• Maintains positive, timely, and respectful communication with all members of the school community.
• Collaborates with the CEO, Principal, administrative team, teachers, and other staff to support efficient school operations.
• Protects the confidentiality of student, family, employee, governance, and organizational information.
• Performs other duties reasonably related to the scope and responsibilities of the position, as assigned by the CEO and/or Principal.

Education and Experience:

• Bachelor’s degree preferred.
• Three to five years of administrative, executive support, operations, or school-based experience preferred.
• Experience providing support to multiple senior leaders strongly preferred.
• Experience with student enrollment processes, student records, or student information systems strongly preferred.
• Experience in a charter school, public school, nonprofit, or similarly regulated environment preferred.

Qualifications:

• Demonstrated professionalism, sound judgment, discretion, and a friendly, service-oriented demeanor.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, time-management, and project-coordination skills.
• Ability to manage competing priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Ability to anticipate the needs of both the CEO and Principal and coordinate their priorities effectively.
• Ability to maintain strict confidentiality regarding student, family, employee, Board, and organizational matters.
• Ability to work independently while collaborating effectively with administrators and staff.
• Strong attention to detail and follow-through.
• Proficiency with Google Workspace, Microsoft Excel, email, internet-based applications, and database systems.
• Experience with FOCUS or a comparable student information system preferred.

Working Conditions:

• Work is performed primarily in an office and school environment.
• The position requires sitting and standing throughout the workday.
• Regular interaction with students, families, staff, Board members, and visitors is required.
• The role may occasionally require attendance at meetings or school events outside regular working hours.

Physical Requirements:

• Regular light physical activity, including walking, standing, reaching, and moving throughout the school building, is required.
• Must be able to lift and carry supplies, books, files, and equipment weighing up to 25 pounds.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.