Executive Assistant to the Assistant Superintendent
10 hours ago
Houston
Beta Academy is a Title I Schoolwide program. I understand that part or all of this position may be funded with federal funds. This is a 12-month position. The mission of the Executive Assistant to the Assistant Superintendent is to increase the capacity and effectiveness of the Assistant Superintendent through exceptional organization, preparation, communication, and follow-through. The Executive Assistant ensures that calendars, meetings, materials, action items, trainings, events, and administrative responsibilities are thoughtfully coordinated and executed at a standard reflective of Beta Academy's commitment to excellence. Assistant Superintendent Meet Executive Organization & Calendar Goals • Maintain an accurate, organized, and current calendar for the Assistant Superintendent., • Ensure meeting conflicts, preparation needs, deadlines, and scheduling concerns are identified proactively., • Ensure the Assistant Superintendent is prepared for meetings, trainings, school visits, presentations, and events with necessary materials available in advance., • Maintain zero missed meetings, deadlines, or commitments due to administrative oversight. Meet Meeting & Follow-Through Goals • Capture 100% of assigned meeting action items and maintain an organized system for tracking deadlines, responsible parties, and completion., • Send agendas, materials, invitations, and meeting information within established timelines., • Complete assigned follow-up from meetings accurately and on time., • Maintain clear visibility of upcoming priorities, deadlines, and outstanding tasks for the Assistant Superintendent. Meet Communication & Quality Goals • Produce written communication that is professional, grammatically correct, accurate, and aligned with the voice and standards of the Assistant Superintendent and Beta Academy., • Proofread assigned emails, documents, presentations, agendas, reports, and other materials before distribution., • Ensure materials prepared for internal and external audiences are polished, organized, and professional., • Maintain confidentiality and exercise discretion with sensitive scholar, staff, family, and organizational information. Meet Presentation & Material Preparation Goals • Create professional, visually polished slide decks and materials that reflect the standard of excellence expected of the Assistant Superintendent's office., • Ensure presentations are accurate, grammatically correct, visually consistent, and ready by established deadlines., • Prepare agendas, handouts, sign-in materials, forms, documents, and supporting resources for meetings and trainings as assigned., • Complete requested revisions accurately and within established timelines. Meet Training, Meeting & Event Coordination Goals • Ensure assigned trainings, meetings, book clubs, school visits, and events are fully prepared prior to the scheduled start time., • Coordinate rooms, technology, materials, food, supplies, invitations, attendance needs, and other logistics as assigned., • Confirm logistics in advance and communicate changes promptly., • Ensure meeting and training spaces are prepared to Beta Academy standards. Meet Purchasing & Administrative Goals • Submit assigned purchase orders, reimbursements, registrations, and administrative requests accurately and within established timelines., • Maintain receipts and required supporting documentation., • Coordinate approved orders, printing, supplies, deliveries, food, and materials., • Maintain accurate and organized records for assigned administrative responsibilities., • Executive Administrative Support, • Organization & Attention to Detail, • Written & Verbal Communication, • Grammar, Proofreading & Editing, • Calendar & Scheduling Management, • Meeting & Event Coordination, • Presentation & Document Preparation, • Task & Deadline Management, • Time Management & Prioritization, • Technology & Digital Tools, • Professional Judgment & Confidentiality, • Customer Service, • Problem Solving & Resourcefulness, • Joy, • Culture of Honor, • Courageous Conversations, • Integrity, • High Standards, • Teamwork Executive & Calendar Support • Maintain and organize the Assistant Superintendent's calendar, including meetings, school visits, trainings, events, deadlines, and professional commitments., • Schedule and coordinate meetings across campuses, departments, and external organizations as directed., • Anticipate scheduling conflicts and communicate concerns before they create disruptions., • Review upcoming calendar commitments and identify materials, preparation, travel time, or other needs., • Send calendar invitations with accurate locations, links, agendas, attachments, and relevant information., • Coordinate changes and cancellations promptly and professionally., • Maintain an organized system of reminders for important deadlines and commitments., • Assist the Assistant Superintendent with maintaining visibility of immediate, weekly, and long-term priorities. Meeting Preparation & Follow-Through • Prepare agendas, documents, presentations, reports, handouts, and supporting materials for meetings., • Attend meetings as requested to capture notes, decisions, action items, responsible parties, and deadlines., • Maintain an organized action-item tracker for meetings supported by the Assistant Superintendent., • Send meeting materials and follow-up communication as directed., • Track assigned follow-up items and provide the Assistant Superintendent with clear updates regarding outstanding tasks and deadlines., • Organize documents and information needed for principal meetings, leadership meetings, professional development, school visits, and other activities., • Assist with scheduling follow-up meetings and next steps. Written Communication, Grammar & Quality Control • Draft emails, letters, agendas, invitations, forms, talking points, and other communication as assigned., • Proofread communications for grammar, spelling, punctuation, clarity, tone, formatting, and accuracy., • Review assigned documents and presentations for consistency and professionalism prior to distribution., • Ensure names, dates, times, locations, links, and other details are accurate before materials are shared., • Maintain professional written and verbal communication with principals, Magic Makers, families, vendors, community partners, and guests., • Maintain the voice, professionalism, and high standards expected of communication originating from the Assistant Superintendent's office. Presentation & Document Creation • Create and format professional slide decks for trainings, leadership meetings, presentations, book clubs, school visits, and special projects., • Ensure presentations reflect Beta Academy's visual and professional standards and the level of excellence expected of the Assistant Superintendent's office., • Transform information provided by the Assistant Superintendent into clear, organized, visually effective presentations and materials., • Create agendas, handouts, forms, trackers, sign-in sheets, certificates, schedules, and other materials as requested., • Make revisions promptly based on feedback., • Maintain organized electronic files so frequently used presentations, templates, documents, and resources can be easily located. Training, Meeting & Event Coordination • Coordinate logistics for trainings, meetings, professional development, book clubs, school visits, leadership activities, and other events assigned by the Assistant Superintendent., • Reserve and prepare meeting spaces., • Coordinate technology, presentations, materials, supplies, signage, seating, and other logistical needs., • Coordinate food and refreshments, including ordering and picking up lunches for book clubs, trainings, meetings, and other activities as assigned., • Create and manage invitations, RSVPs, attendance lists, sign-in materials, and reminders., • Confirm meeting and event logistics in advance., • Ensure spaces and materials are ready before participants or guests arrive., • Assist with setup and breakdown as needed. Purchasing & Administrative Support • Prepare and submit purchase orders for approved purchases., • Coordinate approved registrations, orders, supplies, printing, food, materials, and deliveries., • Maintain receipts, invoices, purchase documentation, and other required records., • Track orders and follow up on delayed or missing