Business Operations Executive

Job Summary: (12 months):

As a Business Operations Executive, this role encompasses comprehensive oversight of front office management, human resources support, benefits coordination, and board governance facilitation. The position requires a highly organized, strategic, and detail-oriented professional with strong leadership and communication skills. Responsibilities include managing day-to-day office operations to ensure smooth workflow, overseeing all purchasing for the organization, and supporting human resource functions such as employee onboarding, benefits administration, and compliance, as well as coordinating health coverage programs to optimize employee well-being and cost efficiency. Additionally, this role serves as a key liaison to the Board of Trustees, facilitating effective communication, organizing board meetings, preparing and distributing materials, and maintaining accurate documentation. The Business Operations Executive must proactively identify opportunities for process improvement, demonstrate discretion in handling sensitive information, and collaborate cross-functionally to support organizational goals with professionalism, integrity, and operational excellence.

This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational needs. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

• Associates degree preferred.
• Minimum of three years of Executive or Administrative Assistant experience.
• Strong organizational skills.
• Maintain Confidentiality.
• Strong computer skills, including all Microsoft Programs (Word, Excel, Power Point, Publisher), Adobe Acrobat, etc.
• Excellent verbal and written communication skills.
• Ability to work in a fast-paced environment but have the ability to pay careful attention to detail.
• Team member with ability to manage multiple tasks.
• Flexible with strong problem-solving abilities.
• Have the ability to be Professional, Diplomatic, yet Authoritative.
• Support the organization’s mission along with sensitivity to cultural and workplace harmony.
• Successful completion of required criminal and background checks and submission of proof of U.S. citizenship or legal resident alien status.

Working Conditions:

While performing the duties of this job, the employee must be able to:

This position requires minimal travel for occasional meetings, training, or events.

• Perform moderate lifting or carrying of objects weighing up to 40 pounds.
• See, hear, talk and perform tasks requiring manual dexterity and visual acuity; kneel, sit, stand, walk, crouch, stoop, reach, pull, push and other similar, repetitive tasks requiring physical activity.
• Able to operate standard office/computer equipment.

Working expectations outside of school hours:

• Our staff is expected to attend all school functions (this includes: Back to School Night, Parent Teacher Conferences, etc..)

Front Office Management:

· Ensure a safe and organized work environment.

· Oversee daily office operations to ensure efficiency and productivity.

· Maintain office supplies inventory and place orders as needed.

· Organize and maintain physical and digital filing systems.

· Ensure office equipment is properly maintained and serviced.

· Manage internal and external communications (email, phone, mail).

· Schedule meetings, appointments, and events.

· Serve as the point of contact for vendors, clients, and visitors.

· Supporting positive relationships between the school, parents, and the broader community.

· Monitor office budget and track expenses.

· Process invoices and reimbursements.

· Work with finance or accounting departments on billing.

· Coordinate and monitor student visits to the Health Office to ensure orderly access to medical care and adherence to school protocols.

· Oversee receipt and processing of all mail and package deliveries, ensuring accurate distribution to appropriate recipients.

· Coordinate and assist with end-of-day dismissal procedures by making timely announcements, ensuring students are dismissed according to their designated transportation plans, and serving as a point of contact for transportation-related inquiries from staff and families to support a smooth and safe dismissal process.

· Serve as backup to all departments.

Purchasing:

· Oversees and manages all organizational purchasing, ensuring timely and cost-effective procurement of goods and services.

· Ensure all purchases are processed as sales tax–exempt by maintaining vendor accounts, submitting exemption certificates, and adhering to institutional purchasing policies.

· Proactively address purchasing challenges and respond to unique or urgent requests with thoughtful, solution-oriented approaches.

· Monitor and maintain inventory of commonly used supplies, ensuring availability in central locations such as the office and teacher workroom.

· Oversee summer purchasing by coordinating timelines, verifying the appropriate funding sources, and ensuring that purchases align with departmental needs and budget guidelines.

· Coordinate purchasing through the Department of Education–approved vendors in alignment with grant guidelines, ensuring compliance with procurement requirements and proper documentation for grant-funded items.

· Oversees the end-to-end food purchasing process for the whole school, ensuring cost-effective sourcing, adherence to budget, and compliance with school policies and food-safety standards.

Human Resource Assistant:

· Work with the Director of Finance

· Coordinate the onboarding process for new employees, ensuring a smooth transition and integration into the school community.

· Prepare and manage new hire paperwork, including contracts, benefits enrollment, and employment clearance compliance documents.

· Conduct orientation sessions to familiarize new employees with school policies, procedures, and culture.

· Assist with the implementation and administration of HR policies and programs.

· Work within the ADP payroll system.

· Assist with job descriptions.

Health Coverage Coordinator:

· Manage the annual health care open enrollment process for all school employees.

· Provide information and guidance to employees regarding health care options, benefits, and enrollment procedures.

· Coordinate with health care providers and insurance companies to resolve any issues or concerns.

· Ensure all enrollment forms and documentation are completed accurately and submitted on time. This includes Cobra.

Board of Trustee Liaison:

---Meeting Coordination:

o Schedule and organize board meetings.

o Prepare and distribute agendas, minutes, and meeting materials.

o Ensure proper documentation and filing of all board-related documents.

--- Communication:

o Serve as liaison between HoS, board members, and other stakeholders.

o Facilitate effective communication among board members, and between the board and the school’s executive team.

o Draft required board related correspondence.

---Additional Responsibilities:

o Event planning.

o Plan and coordinate board retreats, meetings, and other special events.

---Ad Hoc Tasks:

o Perform other duties as assigned by the board to support its operations and effectiveness.

Health and Wellness Committee:

· Serve as a member of the Health and Wellness Committee, promoting and supporting the well-being of the school community.

· Assist in planning and organizing health and wellness initiatives, events, and activities.

· Collaborate with committee members to develop and implement wellness programs and policies.

· Monitor and assess the effectiveness of wellness programs and make recommendations for improvements.

· Plan, organize, and implement the yearly school-wide health fair - communicating and planning with outside vendors to come to the fair to offer their amenities.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person