Responsibilities for Executive Assistant to the Chief Operating Officer (COO) at a School:

1. Administrative Support:

• Manage and prioritize the COO's calendar, appointments, and meetings, ensuring that all schedules are aligned.
• Coordinate travel arrangements and accommodations for the COO, as well as other team members if necessary.
• Prepare and organize documents, presentations, reports, and other materials for meetings and presentations.
• Screen and direct phone calls and emails, providing timely responses or delegating as appropriate.

2. Communication and Liaison:

• Act as the primary point of contact between the COO and internal/external stakeholders, including school administrators, staff, parents, and vendors.
• Prepare internal and external communications, including memos, letters, and other forms of correspondence on behalf of the COO.
• Foster and maintain positive relationships with key stakeholders within the school community.

3. Project Management and Coordination:

• Assist in the planning, coordination, and execution of special projects, school events, and operational initiatives.
• Track project deadlines, deliverables, and progress to ensure successful completion in line with the school’s goals.
• Gather, analyze, and summarize data as requested for decision-making or presentations.

4. Confidentiality and Discretion:

• Handle sensitive information and maintain confidentiality when dealing with personnel matters, financial data, and strategic decisions.
• Maintain a high level of professionalism and discretion in all interactions with staff, parents, and external entities.

5. Operational Support:

• Assist in operational tasks related to school facilities, budgeting, compliance, and reporting.
• Coordinate meetings, events, and conferences, ensuring logistics are handled efficiently.
• Oversee and manage office supplies and other operational needs to ensure smooth daily operations.

6. Problem-Solving and Initiative:

• Proactively address challenges and issues that arise in the COO’s day-to-day responsibilities.
• Offer suggestions for improving operational processes and workflows.

Qualifications for Executive Assistant to the Chief Operating Officer (COO) at a School:

1. Educational Background:

• A bachelor’s degree in business administration, education, or a related field is often preferred.
• A background in education or working within a school setting may be beneficial.

2. Experience:

• At least 3-5 years of experience in an executive assistant role or similar position, preferably within an educational institution or a fast-paced environment.
• Experience working with senior management, including preparing reports, presentations, and managing high-level meetings.

3. Skills and Competencies:

• Organizational Skills:
• Communication: 
• Tech Proficiency: 
• Attention to Detail: 
• Problem-Solving: 
• Time Management: 

4. Interpersonal Skills:

• Ability to work in a collaborative and fast-paced environment.
• A strong sense of professionalism and discretion in dealing with confidential matters.
• Ability to build and maintain positive relationships with school leaders, staff, and the community.

5. Adaptability and Flexibility:

• Ability to adapt to changing priorities and handle unexpected situations with grace and efficiency.

6. Commitment to School Values:

• A genuine interest in contributing to the success of the school’s mission and values.

These responsibilities and qualifications are designed to ensure that the Executive Assistant is capable of supporting the COO in managing day-to-day operations, communication, and strategic initiatives within the school environment.

• With at least 2 years related experience
• Bachelor's degree required