Job Description
Title:Executive Assistant to the Principal
Division: School-wide
Reports to:Principal
Status: On-site, Full-time, and Exempt (Year-Round)
Salary Range:$70,000 - $80,000 + $12,000 Temporary Cost of Living Allowance and MWA Benefits
Position Summary
Under the direction of the Principal, the Executive Assistant to the Principal plays a critical and multifaceted role in ensuring the smooth and efficient operation of the school's Upper and Middle School divisions. This position serves as the Principal's trusted right hand, providing invaluable administrative support, overseeing complex tasks, and acting as a vital link between the Principal and various school community members across all organizational levels.
The Executive Assistant’s responsibilities encompass various critical functions, including facilitating effective communication, enhancing organizational efficiency, and contributing to strategic planning efforts. Additionally, this role includes the important responsibility of serving as the school Principal’s proxy as necessary, further underlining its significance in the school’s leadership framework.
This is a challenging and rewarding opportunity to contribute to the success of Making Waves Academy's Upper and Middle School divisions. We encourage you to apply if you are a dedicated and forward-thinking professional passionate about education and leadership.
About the Interview Process
Making Waves Academy's recruitment process is thorough and methodically designed to identify exceptional talent perfectly suited to support our community. As an applicant, you can anticipate an inclusive process that encompasses various stages, including but not limited to an initial recruiter screening, hiring exercise, hiring manager interview, final panel interview, and reference checks. We are committed to selecting the best individuals to join our team and contribute to our shared mission.
Primary Responsibilities
Community Liaison and Engagement
- Engage in community events as the Principal's representative, uphold their values and MWA's mission, and build positive relationships with staff, parents, and students.
- Act as the Principal's proxy by actively participating in or facilitating meetings, transmitting important communications, conducting outreach to parents or talent interviews, championing the Principal's priorities, and safeguarding the uninterrupted flow of administrative operations. This role guarantees unwavering leadership consistency and safeguards against any disruptions arising from the Principal's unavailability.
- Comply with the Student/Parent-Guardian Handbook to effectively communicate and enforce school policies, procedures, and directives.
- Collaborate with faculty and staff to exchange information, request and share materials, coordinate activities, and address issues and concerns.
Project and Initiative Support and Management
- Oversee and actively manage a diverse portfolio of projects and initiatives, ensuring their punctual completion and strict adherence to high-quality standards.
- Collaborate in the development and execution of cutting-edge educational initiatives, programs, and projects designed to significantly elevate the student learning experience.
- Examine data, extract meaningful insights, and actively contribute to data-driven decision-making processes aimed at fostering continual enhancement across academic and operational areas.
- Partner closely with the Principal to orchestrate the recruitment of faculty and staff, optimize onboarding and induction processes, and take charge of the comprehensive management of professional development initiatives.
Administrative Support and Coordination
- Manage the Principal's calendar, appointments, and scheduling, ensuring optimal time allocation for important tasks and meetings.
- Organize and coordinate events, meetings, workshops, and conferences for the Upper and Middle School, including logistics, materials, meeting minutes, and follow-up.
- Provide administrative support for the Upper and Middle School, including maintaining records, preparing reports, and managing correspondence.
- Cultivate a close-knit partnership with the Principal to translate and execute the school's vision, mission, and objectives for the Upper and Middle School.
- Uphold the highest standards of confidentiality, handling sensitive information with utmost discretion and professionalism.
Additional Responsibilities and Expectations
Mission Alignment
- Demonstrate knowledge of, and support, Making Waves Academy’s mission, core values, standards, competencies, and code of conduct outlined in the Employee Handbook.
- Participate in the school community – attending school competitions, performances, assemblies, and extracurricular activities.
Other
- Stay updated on educational trends, best practices, and innovations to contribute to the school's growth and advancement.
- Perform additional duties as assigned by the Principal.
Work Environment
This job operates in an office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, portable two-way radio transceivers, and smartphones.
Physical Demands
While performing the duties of this job, the employee may be required to adhere to the following:
- Frequently walk across the middle and upper school campus, or climb stairs.
- Participate in campus supervision duty each week – Monday through Friday frequency may vary based on each semester’s supervision assignment.
- Lift files, open filing cabinets, bend or stand on a stool as necessary, and sit for long periods.
Travel
Some travel is required for MWA-related events, such as workshops or conferences.
Qualifications
Experience
- Minimum 3-5 years of experience in an executive assistant or similar role, preferably supporting senior-level executives or educational leaders.
- Some experience in a managerial or leadership role, preferably in an educational setting.
- Demonstrated expertise in administrative tasks, such as calendar management, travel coordination, document preparation, and project management.
- Familiarity with project management principles and the ability to manage multiple projects simultaneously, ensuring they are completed on time and within scope.
- Proven experience planning and organizing events, meetings, or conferences, including logistics, materials preparation, and post-event follow-up.
- Evidence of a commitment to ongoing professional development and staying current with industry trends and best practices.
- Proven track record of handling sensitive information and maintaining confidentiality with a high degree of professionalism and integrity.
Skills
- Strong organizational skills and attention to detail to manage complex schedules, projects, and tasks.
- Strong written and verbal communication skills with the ability to interact professionally with various stakeholders, including parents, students, faculty, and external partners.
- Excellent interpersonal and communication skills to effectively interact and build relationships with diverse stakeholders, including staff, students, and families.
- Innovative mindset with the ability to propose and implement creative solutions.
- Proficiency in using productivity tools, software, and platforms for scheduling, communication, and data analysis.
- Ability to work collaboratively in a fast-paced environment and adapt to changing priorities.
- Experience in data management, record-keeping, and report generation, using software tools like Microsoft Office Suite proficiently.
- Ability to adapt and align on school-related initiatives.
- Ability to uphold and reinforce school policies and procedures when addressing students and families as needed.
- Ability to work collaboratively and independently.
- Ability to work effectively in fast-paced environments with limited supervision.
- Demonstrate an understanding of technology and literacy learning platforms (Microsoft Office Suite, Google Suite, Calendy, Slack, PowerSchool, Canvas, and ParentSquare).
- Professional orientation – appearance, communication, organization, and attitude.
Education
- Bachelor's degree in Education, Management, or a related field but may be substituted with additional relevant work experience.
Licenses or Certificates Needed
- Employment eligibility will include fingerprints, tuberculosis, COVID-19 vaccination, and/or other employment clearance.
Preferred but not required
- Spanish language proficiency
- Master's degree in a related field
Reasonable Accommodation
Consistent with its obligations under the law, MWA will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
Equal Employment Opportunity Is Our Policy
Making Waves Academy is an equal opportunity employer. It is the policy of the School to afford equal employment and advancement opportunities to all qualified individuals without regard to their perceived or identified: race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists); color; gender, (including gender identity, gender expression, and transgender identity, whether or not the employee is transitioning or has transitioned); sex (including pregnancy, childbirth, breastfeeding, and medical conditions related to such); religious creed (including religious dress and grooming practices); marital/registered domestic partner status; age (forty (40) and over); national origin or ancestry (including native language spoken and possession of a driver’s license issued to persons unable to prove their presence in the U.S. is authorized by federal law); physical or mental disability (including HIV and AIDS); medical condition (including cancer and genetic characteristics); taking of a leave of absence pursuant to the Family Medical Leave Act (“FMLA”), Pregnancy Disability Leave (“PDL”) law, Americans with Disabilities Act (“ADA”), California Family Rights Act (“CFRA”), the Fair Employment and Housing Act (“FEHA”), or laws related to domestic violence, sexual assault, and stalking laws; genetic information; sexual orientation; military and veteran status; or any other consideration made unlawful by federal, state, or local laws.
This policy extends to all job applicants and employees and to all aspects of the employment relationship, including the hiring of new employees and the training, transfer, promotion, discipline, termination, compensation and benefits of existing employees. For a full copy of our non-discrimination policy, visit: https://bit.ly/mwapublicnotices