Academic Executive Assistant

Job Description

Beta Academy is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Beta Academy Academic Executive Assistant is to provide high-level executive and administrative support to the Chief Academic Officer and academic leadership team, helping establish world-class classrooms through a culture of joyful rigor and develop scholars and leaders who can contribute on a community, national, and international level. The primary purpose of this role is to create greater capacity for the Chief Academic Officer by protecting her time, attention, and priorities and proactively handling the administrative, operational, logistical, and academic support necessary to keep important work moving forward.

Outcomes & Deliverables

1. Manage and Maintain the District Academic Calendar

• Academic meetings, professional development, assessments, coaching visits, deadlines, and events are accurately scheduled.
• Calendar invitations include the correct date, time, location, materials, and required attendees.
• Events are scheduled at least two weeks in advance when the information is available.
• The Chief Academic Officer is informed of scheduling conflicts and upcoming priorities before they become urgent.

2. Ensure Academic Projects and Deadlines Are Completed

• Maintain an accurate system for tracking academic projects, action items, responsible parties, and deadlines.
• Follow up consistently to ensure assigned projects and deliverables are completed on time.
• Provide the Chief Academic Officer with regular updates on outstanding items, approaching deadlines, and potential concerns.
• Assist the curriculum and instruction team in meeting deadlines for 100% of assigned projects.

3. Prepare the Chief Academic Officer for Meetings and Priorities

• Prepare accurate agendas, reports, presentations, data, background information, and supporting materials before meetings.
• Attend meetings as requested and document decisions, action items, responsible parties, and deadlines.
• Distribute meeting notes and follow-up communication in a timely manner.
• Look ahead daily, weekly, and monthly to ensure the Chief Academic Officer is prepared for upcoming meetings, events, deadlines, and academic priorities.

4. Maintain Accurate and Timely Academic Data

• Prepare and update academic data for the Chief Academic Officer’s meetings with principals and academic leaders.
• Run reports from academic and assessment programs according to the established schedule.
• Organize data into accurate, clear, and user-friendly spreadsheets, trackers, dashboards, and summaries.
• Identify missing, inconsistent, or concerning information and promptly communicate it to the appropriate academic leader.

5. Maintain Academic Programs and Systems

• Monitor academic programs and platforms weekly to ensure rosters, access, assignments, completion information, and other records are current.
• Coordinate with staff and vendors to resolve access, roster, data, and program concerns promptly.
• Maintain organized digital records for academic programs, reports, projects, and recurring processes.

6. Meet Academic Training and Survey Goals

• Track teacher completion of required curriculum, academic, and technology training.
• Track completion of academic surveys and other required academic deliverables.
• Send timely reminders and follow up on outstanding requirements.
• Communicate incomplete requirements to the appropriate academic leader so established completion goals are met.

7. Provide Excellent Executive Support

• The Chief Academic Officer rarely has to aKey responsibilities include managing the district academic calendar, preparing the Chief Academic Officer for meetings, tracking projects and deadlines, preparing academic data and materials, maintaining academic programs, coordinating training and events, documenting decisions and action items, and ensuring appropriate follow-through.
• The right person is proactive, exceptionally organized, highly responsive, and able to anticipate what needs to happen before being askedsk twice.
• Important emails, requests, commitments, deadlines, and follow-up items do not fall through the cracks.
• Routine problems, logistics, questions, and support needs are resolved or appropriately routed whenever possible so they do not unnecessarily interrupt or derail the Chief Academic Officer’s priorities.
• Communication is timely, accurate, polished, and professional.
• Problems are anticipated and addressed before they become emergencies.
• Work is completed accurately, professionally, and on time.
• The Academic Executive Assistant creates greater capacity for the Chief Academic Officer and academic leadership team.

Role-Based Competencies

• Organization and Planning
• Attention to Detail
• Follow-Through
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Efficiency
• Communication
• Teamwork
• Problem-Solving
• Emotional Intelligence
• Flexibility and Adaptability
• Sound Judgment
• Discretion
• Responsiveness
• Project Management

Beta Culture Competencies

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity

Essential Responsibilities

• Manage the Chief Academic Officer’s calendar, including academic meetings, professional development, assessments, coaching visits, school events, external commitments, and other responsibilities.
• Protect the Chief Academic Officer’s time by helping prioritize meetings, requests, projects, and commitments.
• Look ahead daily, weekly, and monthly to identify upcoming needs and ensure the Chief Academic Officer is prepared.
• Serve as a proactive first-line problem solver by resolving routine questions, logistical needs, follow-up items, and support requests whenever appropriate so the Chief Academic Officer is not unnecessarily pulled away from higher-priority work.
• Identify tasks that can appropriately be completed, delegated, coordinated, or solved without the Chief Academic Officer’s direct involvement and take initiative to move them forward.
• Maintain a reliable system for tracking commitments, requests, action items, academic projects, and deadlines.
• Monitor the Chief Academic Officer’s email as assigned, identify priority messages, flag items requiring attention, draft responses when appropriate, and ensure important communication does not get lost.
• Return or coordinate calls, emails, meeting requests, and other correspondence promptly.
• Draft, proofread, format, and prepare emails, letters, presentations, reports, agendas, training materials, and other academic communications.
• Prepare meeting materials, background information, academic data, briefing documents, and supporting resources.
• Attend meetings as requested, capture decisions and action items, and ensure appropriate follow-through.
• Prepare academic meeting agendas and distribute follow-up communication regarding decisions, responsibilities, and deadlines.
• Run reports from academic programs and assessment platforms, including NWEA MAP, IXL, ST Math, Accelerated Reader, Reading Horizons, Edcite, and other adopted programs.
• Organize academic data into accurate, user-friendly spreadsheets, trackers, dashboards, and summaries.
• Prepare and update academic data for meetings with principals, teachers, and academic leaders.
• Monitor academic programs and platforms to ensure rosters, access, assignments, completion information, and other records remain current.
• Track completion of required curriculum training, technology training, academic surveys, and other academic deliverables.
• Coordinate academic meetings, professional development, curriculum training, coaching visits, assessments, and special academic events.
• Coordinate food and refreshments for trainings, meetings, and academic events, including ordering, purchasing, picking up, setting out, and cleaning up food, coffee, beverages, and supplies as needed.
• Prepare training and meeting spaces, including organizing materials, setting up technology and supplies, decorating rooms, windows, and tables when appropriate, and ensuring spaces are welcoming and fully prepared before participants arrive.
• Coordinate curriculum orders, instructional materials, printing, deliveries, registrations, and vendor communication as needed in the absence of the Instructional Materials Coordinators.
• Run work-related errands for the Chief Academic Officer and academic team as needed, including picking up orders, supplies, materials, lunch, coffee, or other items and completing exchanges or returns.
• Prepare purchase orders, receipts, reimbursements, mileage, travel documentation, and other administrative records for the academic team.
• Maintain organized storage of academic, training, event, and Joy Committee materials and supplies so items can be located, prepared, and distributed efficiently.
• Support the Beta Academy Joy Committee as requested by purchasing, receiving, storing, organizing, assembling, preparing, and setting up materials, lessons, activities, decorations, or teacher resources.
• Organize and maintain the Chief Academic Officer’s office, files, papers, materials, supplies, and digital records as requested, including periodically sorting, filing, labeling, storing, or resetting workspaces and materials.
• Create and maintain standard operating procedures for academic processes, projects, assessments, events, data reporting, and recurring work.
• Maintain confidential scholar, employee, assessment, and organizational information with exceptional discretion.
• Proactively identify missing information, approaching deadlines, and potential problems and address or elevate them before they become emergencies.
• Provide academic support to scholars, including leading a small group, when needed.
• Participate in special academic projects that contribute to the overall goals of Beta Academy.

General PK-12 Responsibilities

• Attend and actively participate in professional development and training.
• Continuously develop the knowledge and skills necessary to grow professionally through training, feedback, and extensive reading.
• Commit to reading at least one book with the Chief Academic Officer or Superintendent each school year.
• Perform other duties assigned by the Chief Academic Officer or Superintendent.

Interpersonal Skills

• Ability to distinguish what is urgent, important, confidential, or appropriate to delegate.
• Ability to work independently and collaboratively with members of the academic team.
• Ability to build positive and professional working relationships with principals, teachers, staff members, vendors, and other stakeholders.
• Ability to honor the work undertaken by others and recognize the value of that work.
• Highly resourceful, service-minded, and willing to take on a wide variety of responsibilities from complex projects to routine or hands-on tasks when doing so supports the team, solves a problem, or protects the Chief Academic Officer’s time and priorities.
• Calm, professional, and solutions-oriented approach when addressing problems or changing priorities.

Professionalism & Communication

• Demonstrate professionalism through regular attendance and punctuality for work, staff meetings, training, parent nights, and other assigned duties.
• Complete required training on time.
• Work cooperatively to create an atmosphere of unity throughout the school community and refrain from gossip, negativity, and unsupportive comments.
• Remain calm, respectful, and professional during difficult conversations, disagreements, and challenging situations.
• Use professional communication with strong grammar, syntax, usage, and spelling in phone conversations, meetings, emails, documents, presentations, and social media.
• Maintain professional conduct on and off campus.
• Exhibit professionalism in appearance and follow the Beta Academy standard of dress outlined in the Magic Makers Handbook.
• Check staff email and other assigned communication channels consistently throughout the workday.
• Read and respond to updates, requests, notices, and assigned communications in a timely manner.

Qualifications

• Bachelor’s degree preferred.
• Professional experience in executive support, education, project management, administration, data management, or a related field.
• Demonstrated ability to support a senior leader or manage complex and competing priorities.
• Proven ability to manage multiple projects and deadlines in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and take initiative without waiting for detailed instructions.
• Strong follow-through and personal accountability.
• Ability to work and communicate effectively with stakeholders at multiple levels of the organization.
• High proficiency with Google Workspace, including Gmail, Meet, Chat, Calendar, Drive, Docs, Sheets, and Slides.
• Ability and willingness to learn new technology, academic programs, and productivity systems quickly.
• Ability to work accurately with academic data and confidential information.
• Ability to move easily between high-level executive support and practical, hands-on responsibilities with a positive, flexible, and solutions-oriented attitude.
• Valid driver’s license, reliable transportation, and ability to travel locally during the workday as needed to complete assigned responsibilities.
• Ability to lift, carry, move, and set up typical boxes of instructional materials, training supplies, decorations, and event materials.
• Availability for occasional evening, weekend, summer, or special academic events.
• Passion for Beta Academy’s mission and the ability to communicate its philosophy, values, and culture of joyful rigor.