Assistant to Senior Administration

NOBLE ACADEMY DISTRICT #4171

JOB DESCRIPTION: ASSISTANT TO SENIOR ADMINISTRATION

GENERAL PURPOSE

The Assistant to Senior Administration provides confidential, professional, and comprehensive administrative support to the Superintendent, CEO, and other members of administration as assigned. This position supports the efficient operation of the school by coordinating schedules, preparing correspondence and documents, organizing meetings, maintaining records, tracking assigned projects, and ensuring timely communication and follow-through on administrative priorities.

The individual in this role must demonstrate sound judgment, discretion, initiative, strong organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced school environment. The position requires professionalism, confidentiality, accountability, and the ability to work independently while collaborating with staff across departments.

QUALIFICATIONS

• High school diploma or GED required; associate or bachelor's degree preferred.
• Experience providing administrative, executive, or office support; experience supporting senior leadership preferred.
• Strong organizational, time-management, planning, and follow-through skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments, prioritize competing deadlines, and work independently.
• Demonstrated discretion and ability to handle confidential information appropriately.
• Strong problem-solving skills, initiative, and sound judgment.
• Proficiency in Microsoft Office and other administrative software; ability to learn school information systems and technology.
• Ability to communicate effectively and respectfully with individuals from diverse cultural and socioeconomic backgrounds.
• Ability to maintain a professional, courteous, and solution-oriented approach when working with leadership, staff, families, and community members.
• Hmong language proficiency preferred.

PROFESSIONAL RESPONSIBILITIES

Executive and Administrative Support

• Provide direct administrative support to the Superintendent, CEO, and other departments as assigned.
• Manage and coordinate calendars, appointments, meetings, and administrative commitments.
• Prepare, proofread, format, and distribute correspondence, reports, memos, presentations, agendas, meeting materials, and other documents.
• Organize and maintain electronic and physical files, records, and administrative documents.
• Receive, organize, and prioritize administrative requests and bring urgent or time-sensitive matters to the attention of senior administration.
• Monitor deadlines, maintain task lists, and follow up on assigned responsibilities to ensure timely completion.
• Assist with planning and coordinating school events, leadership meetings, staff activities, and special projects.
• Coordinate meeting logistics, including scheduling, room arrangements, materials, attendance, and follow-up communications.
• Support the preparation, organization, and distribution of Board meeting materials and other governance-related documents as assigned.
• Assist with preparing reports and collecting information from departments for senior administration.
• Handle sensitive documents and communications with discretion and maintain confidentiality.
• Perform other executive administrative duties as assigned by the Superintendent or CEO.

Communication and Coordination

• Serve as an administrative point of contact between senior administration, school staff, families, vendors, community partners, and other external parties as directed.
• Draft and distribute professional communications on behalf of senior administration.
• Route inquiries and requests to the appropriate individuals and monitor follow-up when needed.
• Communicate assignments, deadlines, meeting updates, and administrative reminders accurately and professionally.
• Coordinate information and documentation across departments to support administrative priorities.
• Maintain professional communication practices, including acknowledging requests, providing progress updates, and confirming task completion.
• Ensure communications are timely, accurate, and consistent with direction provided by senior administration.

Project and Task Management

• Assist senior administration with implementing, coordinating, and monitoring special projects and school initiatives.
• Maintain task trackers, calendars, checklists, and other tools to monitor assignments, deadlines, and outstanding items.
• Follow up with assigned staff or departments regarding requested information, deliverables, and deadlines.
• Identify scheduling conflicts, missing information, and potential delays and communicate concerns promptly to senior administration.
• Organize supporting documentation and maintain records of project progress and completion.
• Assist with gathering data, compiling information, and preparing summaries for leadership review.
• Exercise initiative in identifying administrative needs and recommending practical improvements to office procedures and workflows.
• Ensure assignments are completed accurately, efficiently, and within established timelines.

Records and Document Management

• Maintain organized and accessible administrative records and electronic files.
• Prepare, scan, copy, distribute, and securely store documents as appropriate.
• Maintain confidentiality when handling personnel information, student information, financial documents, and other sensitive records.
• Follow Noble Academy policies and procedures regarding records management, document retention, access, and confidentiality.
• Ensure documents are properly labeled, organized, and readily available to authorized personnel.
• Assist with collecting forms, tracking submissions, maintaining logs, and preparing documentation for audits, reviews, and reporting requirements as assigned.

School and Departmental Support

• Coordinate with Human Resources, Finance, Nutrition, Transportation, and other departments to support administrative needs.
• Assist with scheduling appointments, collecting forms, preparing documents, organizing information, and communicating with staff or families as assigned.
• Assist with school events, family activities, staff meetings, orientations, and other school functions.
• Provide backup office or reception support when necessary to maintain continuity of school operations.
• Assist with preparing flyers, newsletters, invitations, presentations, and other school communications as assigned.
• Maintain professional working relationships with staff and contribute to a collaborative and respectful workplace.
• Perform other duties and special assignments as directed by the Superintendent or CEO.

KNOWLEDGE AND SKILLS

• Excellent organizational skills and attention to detail.
• Strong written communication, proofreading, and document-preparation skills.
• Ability to manage calendars, coordinate meetings, and organize competing priorities.
• Ability to handle confidential information and exercise sound judgment.
• Strong follow-through, accountability, and time-management skills.
• Ability to anticipate administrative needs, identify problems, and take appropriate action within the scope of assigned authority.
• Ability to communicate professionally with senior leadership, staff, families, vendors, and community partners.
• Ability to work independently while seeking clarification or approval when appropriate.
• Ability to learn and use office software, electronic calendars, document-sharing platforms, and school information systems.
• Ability to remain calm, adaptable, and professional when responding to changing priorities.
• Ability to maintain accurate records and meet deadlines.
• Commitment to Noble Academy's mission, policies, procedures, and professional expectations.

PROFESSIONAL EXPECTATIONS

• Follow all applicable Noble Academy policies, procedures, and expectations outlined in the Terms of Employment and Staff Handbook.
• Maintain punctuality, regular attendance, and professional conduct.
• Devote the workday to assigned responsibilities and communicate promptly with HR regarding absences in accordance with school procedures.
• Maintain confidentiality and protect school property, records, and sensitive information.
• Communicate respectfully and professionally with leadership, colleagues, families, and community members.
• Demonstrate initiative, accountability, reliability, and timely follow-through on all assigned tasks.
• Provide timely updates to the assigning administrator regarding task progress, completion, and any anticipated delays.
• Seek clarification when instructions or priorities are unclear and obtain approval before making decisions outside the scope of assigned authority.
• Adapt to changing administrative priorities and provide support during school events or activities beyond the regular school day when required.
• Perform other duties as assigned by the Superintendent or CEO.

HOW TO APPLY

Interested candidates may apply through the Noble Academy website at www.nobleacademy.us by selecting Career Opportunities under General Information or Quick Links.

Noble Academy is an equal opportunity employer. Employment consideration is made without regard to race, color, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

Position responsibilities: This job description outlines the primary responsibilities of the position and is not intended to be an exhaustive list. Duties and responsibilities may be adjusted based on school needs and direction from senior administration.

Pay: From $39,672.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $39,672