Executive Assistant to the Executive Director and Principal at Elgin Math and Science Academy Charter School in Elgin, IL

Job description

• The Executive Assistant provides high-level administrative, organizational, and communications support to both the Executive Director and the Principal, ensuring the smooth daily operation of school leadership. This position manages calendars, correspondence, meetings, and records for both leaders; serves as a key point of contact for staff, families, and the Board of Directors; and helps coordinate priorities across the Executive Director's and Principal's offices. The Executive Assistant exercises discretion and independent judgment in handling confidential and sensitive information and is often the first point of contact representing EMSA's leadership to the school community.

Responsibilities

• Executive & Administrative Support to the Executive Director
• Manage the Executive Director's calendar, appointments, and travel; prioritize and coordinate competing demands on the ED's time.
• Prepare, proofread, and organize correspondence, reports, presentations, and Board materials on behalf of the ED.
• Schedule, prepare agendas for, and attend Board and committee meetings; take and distribute minutes; maintain official Board records and filings.
• Track deadlines related to authorizer reporting, compliance filings, and other regulatory requirements, and flag upcoming due dates to the ED.
• Screen and route calls, emails, and visitors for the ED's office, exercising discretion in handling confidential and sensitive matters.
• Coordinate logistics for school events, community meetings, and stakeholder engagements led by the ED.
• Maintain organized filing systems (physical and digital) for contracts, policies, and official school records.
• Assist with coordinating staff professional development sessions, in-service days, and evaluation scheduling.
• Perform other duties as assigned.
• Administrative Support to the Principal
• Manage the Principal's calendar and daily schedule, including parent conferences, staff meetings, and school events.
• Support student registration, enrollment, and withdrawal processes, and maintain accurate student records in the student information system.
• Assist with coordinating staff professional development sessions, in-service days, and evaluation scheduling.
• Help prepare communications to families regarding school programs, policies, and events on the Principal's behalf.
• Support the coordination of school safety and emergency procedures documentation under the Principal's direction.
• Assist with scheduling and logistics for student activities, including field trips, clubs, and after-school enrichment programs.
• Serve as a point of contact in the main office for students, families, and staff needing to reach the Principal.
• Schedules IEP and 504 meetings.
• Completes Embrace Student information pages.
• Completes the notification of conferences and sends invites to parents for IEPs and 504s.
• Starts IEP and 504 paperwork for Special Education staff to complete.
• Pull data from PowerSchool for student warnings and detention rosters, including disaggregating data for further analysis and trends.
• Communicate detention and suspension notices with families.
• Communications & Stakeholder Relations
• Draft, edit, and translate newsletters, announcements, and other communications to parents, staff, and the community on behalf of the ED and Principal.
• Serve as a courteous and professional first point of contact for parents, community members, and visitors, in person, by phone, and by email.
• Help coordinate communications and scheduling with authorizers, government agencies, and community partners as directed by the ED.
• Support planning and logistics for parent groups, community meetings, and school events.
• Maintain the school's shared calendars and distribution lists to keep communications timely and consistent.
• Manage confidential communications, sensitive organizational information, and personnel matters with the highest standards of discretion and integrity.
• Office & School Operations
• Maintain confidential personnel, student, and organizational files in compliance with school policy and applicable law.
• Assist with preparing materials for audits, authorizer site visits, and regulatory reporting.
• Support onboarding logistics for new staff (paperwork, building access, orientation scheduling).
• Perform other administrative duties as assigned by the Executive Director or Principal.
• Apply project management discipline to track Executive Director and Principal priorities across multiple workstreams.
• Develop and maintain efficient records management, information retrieval systems, and operational workflows that support compliance, transparency, and institutional memory.
• Maintain accurate, audit-ready records and generate reports, data summaries, and governance documentation to support Executive Director and Board decision-making.

Requirements

• Associate's or Bachelor's degree preferred; equivalent professional experience will be considered.
• Minimum three years of experience in an executive assistant, administrative assistant, or office management role, ideally supporting senior leadership.
• Experience in a school, nonprofit, or public education setting is strongly preferred.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy.
• Strong organizational and time-management skills; ability to manage multiple priorities for two senior leaders simultaneously.
• Demonstrated discretion and sound judgment in handling confidential information.
• Proficiency with standard office software (word processing, spreadsheets, email, calendar systems) and comfort learning school information systems.
• Ability to work collaboratively and diplomatically with staff, families, Board members, and community partners from diverse backgrounds.

Skills

Required

• Strong attention to detail and accuracy