Business Operations Specialist/Executive Assistant

The Business Operations Specialist & Executive Assistant is an agile, cross-functional generalist serving as the primary operational connector between the CFO, the Business Office, and the broader school community. Acting as a deployment-ready utility player across Finance, IT, Facilities, HR, and Auxiliary Programs, this role manages contract lifecycles, maintains office policy manuals, coordinates employee onboarding, exiting, and leave intake paperwork, and provides strategic administrative support to the CFO.

Duties/Responsibilities:

Cross-Functional Operations

• Serve as a flexible administrative resource across all five Business Office domains (Finance, Facilities, IT, HR, and Auxiliary Programs) to eliminate project bottlenecks.
• Assist Facilities and IT with tracking third-party vendor compliance, insurance certificates, background checks, and service contracts.
• Collaborate with IT to audit digital hardware inventories and software license agreements.
• Assist Auxiliary Services with program rosters, summer camp coordination, systems maintenance, and vendor paperwork

Personnel Records & Other Matters

• Manage the complete administrative lifecycle of employee contracts, stipend agreements, and athletic coaching contracts.
• Coordinate the administrative onboarding process for new hires, including background checks, fingerprinting, I-9 verification, and personnel file creation.
• Prepare employee exit paperwork at the end of their employment
• Serve as the intake point for extended leave requests (e.g. FMLA, Disability, etc), issuing documentation packets, tracking submissions, and maintaining confidential leave files.
• Function as the initial, confidential intake point for all other sensitive employee inquiries and interpersonal workplace matters, providing empathetic support and triaging cases to senior leadership as necessary.

Office Concierge

• Manage the physical and digital workflow of the Business Office suite, serving as a welcoming, professional intake point for staff, vendors, and visitors.
• Enforce the "Director Funnel" by vetting incoming inquiries, triaging routine questions, and directing operational requests to the appropriate director before escalating to executive leadership.
• Screening and vetting cold-calls and other drop-ins while preserving welcoming, warm, and transparent communication across campus.
• Audit, update, and continuously improve the Business Office Policies & Procedures Manual.

Executive Support

• Provide high-level executive support to the CFO, including calendar management, expense reporting, priority tracking, and confidential correspondence.
• Manage the end-to-end lifecycle of Board and operational committee meetings (Finance Committee, Facilities Committee, etc.): prepare briefing packets, attend meetings, record official minutes, and proactively track cross-departmental action items to completion.

Qualifications & Core Competencies

• Education & Experience: Associate or Bachelor’s degree preferred. 5 years of experience in executive administration, office management, business operations, or project coordination (school setting preferred).
• Technical Skills: Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and digital document management tools.
• Competencies: Exceptional organizational and multi-tasking abilities; high emotional intelligence and diplomacy; outstanding written and verbal communication; absolute discretion with confidential employment and financial data.