Job Title: Administrative Assistant to the Chief Executive Officer (CEO) and Governing Board
Department: Executive Administration
Reports To: Chief Executive Officer (CEO)
FLSA Status: Non-Exempt
Employment Status: Full-Time, 260 Duty Days (Year-Round)
The Administrative Assistant to the Chief Executive Officer (CEO) and Governing Board provides high-level executive and administrative support to the CEO and serves as the primary administrative liaison to the Governing Board of the Charter School. This position performs confidential, complex, and responsible administrative functions requiring independent judgment, discretion, professionalism, and exceptional organizational skills.
The Administrative Assistant coordinates executive calendars, Governing Board meetings, board records, executive communications, compliance documentation, and special projects while ensuring adherence to Florida Statutes, charter school governance requirements, Sunshine Law, and school policies.
This position serves as the executive office representative and maintains the highest standards of confidentiality, customer service, and professionalism.
-
Provide comprehensive administrative support to the Chief Executive Officer.
-
Manage and maintain the CEO's calendar, appointments, meetings, travel arrangements, and priorities.
-
Coordinate executive correspondence, reports, presentations, agendas, and communications.
-
Screen incoming telephone calls, emails, visitors, and correspondence.
-
Prepare professional documents, letters, memoranda, reports, presentations, spreadsheets, and executive summaries.
-
Maintain confidential executive files and records.
-
Coordinate executive meetings, conferences, workshops, and special events.
-
Assist the CEO with strategic initiatives and special projects.
-
Monitor deadlines and ensure timely completion of assignments.
-
Serve as the primary administrative liaison to the Governing Board.
-
Coordinate all Governing Board and committee meetings.
-
Prepare Governing Board agendas in collaboration with the CEO and Board Chair.
-
Compile, review, organize, and distribute Board meeting packets and supporting documentation.
-
Prepare and maintain official Governing Board meeting minutes.
-
Ensure all meeting notices, agendas, and minutes comply with Florida Sunshine Law and charter school requirements.
-
Maintain official Governing Board records, resolutions, bylaws, policies, and governance documents.
-
Coordinate annual Board calendars and meeting schedules.
-
Assist with Board member orientation and onboarding.
-
Maintain records of Board member terms, appointments, ethics training, financial disclosures, and required governance documentation.
-
Coordinate Board elections and committee assignments as directed.
-
Maintain confidential executive and Board records in accordance with federal and Florida public records requirements.
-
Assist with compliance reporting required by the Florida Department of Education, Charter School Sponsor, and governing agencies.
-
Maintain official school records and executive documentation.
-
Assist with document retention in accordance with Florida public records laws.
-
Prepare documentation for audits, accreditation reviews, and compliance monitoring.
-
Maintain confidentiality consistent with FERPA and applicable employment laws.
-
Coordinate executive office operations.
-
Manage incoming and outgoing correspondence.
-
Maintain office filing systems, both electronic and paper.
-
Order and maintain executive office supplies.
-
Coordinate meeting logistics, facilities, technology, catering, and room reservations.
-
Assist with purchasing requests, invoices, reimbursements, and procurement documentation.
-
Prepare travel authorizations, travel reimbursements, and expense reports.
-
Maintain departmental budgets and expenditure records as assigned.
-
Serve as the first point of contact for executive office visitors.
-
Respond professionally to inquiries from employees, parents, Board members, vendors, community members, government agencies, and external stakeholders.
-
Prepare executive communications, newsletters, announcements, and correspondence.
-
Coordinate communication between the CEO, Governing Board, school leadership, legal counsel, and external agencies.
-
Maintain professionalism and confidentiality in all interactions.
-
Assist with charter renewal documentation.
-
Support accreditation processes and site visits.
-
Coordinate executive calendars during emergency operations.
-
Assist with policy revisions and Board policy manuals.
-
Support strategic planning initiatives.
-
Coordinate annual organizational calendars.
-
Assist with grant documentation and reporting as assigned.
-
Perform other administrative duties assigned by the CEO.
-
Associate's degree from an accredited college or university in Business Administration, Public Administration, Office Administration, Education, Communications, or a related field.
Bachelor's degree preferred.
Required:
-
Minimum of three (3) years of progressively responsible executive administrative support experience.
Preferred:
-
Experience supporting executive leadership or a governing board.
-
Experience in a Florida public school district, charter school, nonprofit organization, or government agency.
-
Experience preparing Governing Board agendas and official meeting minutes.
-
Experience with Florida public records and Sunshine Law requirements.
-
Experience working with confidential personnel and legal documents.
-
Knowledge of executive office management practices.
-
Knowledge of charter school governance and Board operations.
-
Knowledge of Florida Sunshine Law and Public Records requirements.
-
Knowledge of parliamentary procedures (Robert's Rules of Order preferred).
-
Knowledge of business English, grammar, punctuation, and professional correspondence.
-
Knowledge of records management and document retention.
-
Excellent organizational, planning, and project management skills.
-
Strong written, verbal, and interpersonal communication skills.
-
Ability to exercise discretion and maintain confidentiality.
-
Ability to prioritize multiple assignments while meeting deadlines.
-
Ability to work independently with minimal supervision.
-
Ability to establish and maintain effective working relationships with executive leadership, Board members, school administrators, employees, parents, and community partners.
Proficiency with:
-
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
-
Google Workspace
-
Adobe Acrobat Pro
-
Board meeting management software (BoardDocs or similar preferred)
-
Student Information Systems
-
Electronic records management systems
-
Video conferencing platforms (Zoom, Microsoft Teams, Google Meet)
-
Office equipment and document management systems
The employee must be able to:
-
Sit for extended periods while performing computer-based work.
-
Frequently use hands and fingers for keyboarding.
-
Lift and carry office materials weighing up to 25 pounds.
-
Bend, reach, and stoop as necessary.
-
Travel between school sites and attend evening Governing Board meetings.
-
Work occasional evenings and weekends for Board meetings, school events, and special projects.
Work is performed primarily in a professional office environment with moderate noise levels. This position requires frequent interaction with executive leadership, Governing Board members, employees, legal counsel, government agencies, parents, and community stakeholders. Evening Governing Board meetings and occasional weekend events are required.
Employment is contingent upon successful completion of:
-
Level II Fingerprint Background Screening in accordance with Florida Statutes.
-
Employment Eligibility Verification (Form I-9).
-
Verification of education and employment history.
-
Professional reference checks.
-
Drug-Free Workplace requirements, if applicable.
-
Verification of any required certifications.
Performance will be evaluated annually based on:
-
Quality and accuracy of executive administrative support.
-
Governing Board meeting coordination and documentation.
-
Timeliness and organization of assignments.
-
Confidentiality and professionalism.
-
Customer service and communication effectiveness.
-
Compliance with applicable laws and Board policies.
-
Organizational and project management effectiveness.
-
Support of strategic initiatives and executive operations.
-
Contributions to continuous organizational improvement.
-
Executive Administrative Support
-
Governing Board Administration
-
Organizational Excellence
-
Professional Communication
-
Confidentiality and Ethical Conduct
-
Project and Time Management
-
Public Records and Compliance
-
Customer Service Excellence
-
Problem Solving and Critical Thinking
-
Collaboration and Relationship Building
-
Attention to Detail
-
Adaptability and Continuous Improvement
