Executive Assistant (Assistant to Executive Director)
The Leadership School (Remote position)
Position Summary
The Executive Administrative Assistant serves as a trusted partner to the Executive Director, Governing Board Members, and leadership team by providing high-level administrative, operational, financial, governance, and compliance support. This position is responsible for managing critical organizational systems, maintaining records, coordinating reporting requirements, supporting grant administration, and ensuring the efficient flow of information across the school.
Executive Director Administrative Support
- Provides comprehensive administrative support to the Executive Director.
- Manages and maintains the Executive Director's calendar to ensure it remains current, transparent, organized, and aligned with organizational priorities.
- Assists in prioritizing and tracking Executive Director action items through the school's Governing Board Task Management Tracker.
- Maintains organization of the Executive Director's email and correspondence to ensure timely follow-up and efficient communication.
- Assists with the preparation of Governing Board presentations, reports, PowerPoint presentations, annual reports, and quarterly/monthly updates to the school community and Governing Board Members.
- Coordinates meetings, prepares agendas, compiles supporting materials, and tracks follow-up actions.
Governing Board Support
- Supports the Governing Board and its committees by maintaining governance records and ensuring timely filing of required documents.
- Uploads and maintains Governing Board agendas, meeting packets, approved minutes, financial disclosure acknowledgements, and related governance documents in ReportWell and other required platforms.
- Coordinates the posting and filing of quarterly financial reports and other required governance documents on Board management platforms and public portals.
- Assists with information gathering, data compilation, and preparation of Governing Board reports and presentations.
- Maintains accurate governance records in accordance with Missouri public charter school requirements, Sunshine Law requirements, and school policies.
Grant Management & Compliance
- Supports administration of grants, including Charter Schools Program (CSP) grants and other funding sources.
- Tracks staff time and effort documentation via task sheets, and reimbursement records as required by grant guidelines.
- Compiles and submits reimbursement requests and supporting documentation for grant-funded expenditures.
- Maintains organized grant records and supporting documentation to ensure compliance with funding requirements and audit standards.
- Assists leadership with monitoring grant timelines, reporting requirements, and compliance obligations.
Finance & Audit Support
- Collects, organizes, and maintains monthly financial documentation, including receipts, invoices, credit card reconciliations, and supporting records required by the school's financial service providers.
- Coordinates with EdOps and other financial partners to ensure timely submission of documentation and efficient processing of financial transactions.
- Assists in maintaining records necessary for annual financial audits and organizational reviews.
- Supports the preparation and organization of documentation requested by auditors, including Marr & Company and other financial consultants.
- Maintains confidential financial records and documentation in accordance with school policies.
Operations & Records Management
- Maintains the school's operational file management systems, including the TLS Operations Google Drive structure and electronic records, ensuring documents are complete, organized, and easily accessible.
- Develops and maintains filing systems that support efficient retrieval of records for staff, auditors, authorizers, Governing Board Members, and other stakeholders.
- Assists the Director of Operations with gathering and organizing information necessary to meet reporting deadlines and compliance requirements.
- Supports the preparation, compilation, and submission of organizational reports through ReportWell and other required reporting platforms.
- Maintains highly confidential student, personnel, financial, and organizational records.
Key Qualifications
Education
- High School Diploma or equivalent required.
- Associate's degree or Bachelor's degree in Business Administration, Public Administration, Education, Communications, or a related field preferred.
Experience
- Minimum of three (3) years of progressively responsible administrative support experience required.
- Experience in a public charter school, school district, nonprofit organization, government agency, or similarly regulated environment preferred.
- Experience supporting executive leadership, governing boards, grants management, financial documentation, compliance activities, and organizational operations strongly preferred.
Technical Skills
- Advanced proficiency in Microsoft Office Suite, Google Workspace, and presentation software.
- Experience with ReportWell, Board management platforms, document management systems, and financial recordkeeping tools preferred.
- Strong data management, reporting, and organizational skills.
Professional Competencies
- Exceptional organizational skills and attention to detail.
- Strong written, verbal, and interpersonal communication abilities.
- Ability to maintain strict confidentiality and exercise sound judgment.
- Demonstrated ability to manage multiple priorities, meet deadlines, and work independently.
- Commitment to professionalism, accountability, transparency, and supporting the mission of the school.
Starting Salary: $40,000 - $55,000
40-hour remote work week
Travel may be required 2-3 times/year
Compensation: $40,000 - $55,0000
