Executive Assistant

Executive Assistant, Business Office & Human Resources

Position Summary

The Executive Assistant serves as a key operational partner to the Chief Financial Officer, while also supporting the administrative needs of the Business Office as a whole, including working closely with the Director of Financial Operations & Controller and the Director of Human Resources. . This position is responsible for supporting the administrative needs of the CFO as well as coordinating administrative processes, managing workflow and approvals, maintaining confidential employee records, and ensuring that critical Business Office and Human Resources functions are completed accurately and efficiently. The Executive Assistant plays an essential role in monitoring follow-through on employment contracts, onboarding documentation, compliance requirements, and other administrative processes, ensuring that deadlines are met and records are maintained with the highest level of confidentiality and professionalism.

Essential Responsibilities

Business Office & Administrative Support

• Provide administrative support to the Chief Financial Officer and Business Office leadership.
• Coordinate departmental processes, communications, meetings, and document management.
• Assist with special projects and operational initiatives as assigned.
• Maintain organized records and ensure timely completion of administrative tasks.

Contract Management & Approval Coordination

• Manage the preparation, distribution, tracking, and collection of employment agreements, contracts, and other official documents.
• Monitor contract approval workflows and ensure all required approvals are secured.
• Follow up proactively with faculty, staff, administrators, and external partners to obtain completed and signed documents.
• Maintain contract records and ensure compliance with institutional policies and retention requirements.
• Track key dates and deadlines related to employment agreements and renewals.

Human Resources Administration

• Perform compliance tracking.
• Ensure required forms are completed and received.
• Support employee communication regarding required forms, training requirements, and policy acknowledgments.
• Assist with other HR-related activities.

Workflow & Process Management

• Monitor outstanding action items and provide timely reminders and follow-up to ensure completion.
• Identify opportunities to improve efficiency, accuracy, and accountability within HR and Business Office processes.
• Generate reports and status updates to support operational decision-making.
• Develop and maintain systems to track approvals, employee documentation, contracts, and administrative workflows.

Qualifications

• Bachelor's degree preferred.
• Three to five years of progressively responsible administrative, human resources, business office, or operations experience.
• Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Demonstrated ability to exercise discretion and maintain strict confidentiality.
• Ability to work independently and collaboratively, with a proactive and service-oriented mindset.
• Excellent interpersonal, customer service, and communication skills.
• Proficiency with Microsoft Office Suite and HR, payroll, or business management systems.
• Experience in an educational or independent school environment is preferred.

Key Attributes

• Highly organized and detail-oriented
• Strong follow-through and accountability
• Ability to build relationships while ensuring deadlines are met
• Professional judgment and discretion
• Commitment to confidentiality and data integrity
• Service-oriented mindset with a collaborative approach
• Ability to anticipate needs and work proactively