Administrative Assistant to the Chief Business Officer

Job Description

Beta Academy is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Department: Office of the Chief Business Officer
Reports To: Chief Business Officer (CBO)
Employment Status: Full-Time, Non-Exempt
Work Location: District Administration
Salary: Commensurate with qualifications and experience

Position Summary

The Administravie Assistant to the Chief Business Officer provides comprehensive executive-level administrative and organizational support to the Chief Business Officer (CBO) of Beta Academy.

The CBO oversees a broad range of district business, financial, operational, regulatory, governance, and administrative functions. This position serves as a key administrative partner in helping the CBO manage daily priorities, coordinate information across multiple departments, monitor deadlines, organize communications, and ensure that important matters continue moving forward.

The Administrative Assistant must be highly organized, proactive, resourceful, adaptable, and capable of managing multiple competing priorities in a fast-paced environment. The successful candidate will possess the ability to see the bigger picture while managing the details, anticipate needs, recognize when matters require attention, and follow through without constant direction.

This position requires an individual who can help manage the many moving pieces associated with the CBO's responsibilities while maintaining professionalism, discretion, accuracy, and a positive, solutions-oriented attitude.

The primary purpose of this position is to help the Chief Business Officer remain organized, informed, prepared, and ahead of the numerous responsibilities and priorities associated with overseeing district operations.

Scope of Executive Office Support

The Office of the Chief Business Officer provides executive oversight of a wide range of district departments, programs, and organizational responsibilities, including:

Financial and Business Operations

• Chief Financial Officer and district financial operations
• Accounts Payable and Accounts Receivable
• Fundraising and donor-related administration
• Procurement and purchasing
• Human Resources and Payroll
• Bond administration and management
• New Markets Tax Credit (NMTC) administration and management

District and Campus Operations

• Operations of two campuses and the district administration office
• Facilities management and maintenance
• New construction and capital improvement projects
• Information Technology
• Safety and Security
• Guardian Program
• District travel coordination

Student Services and Regulatory Compliance

• Public Education Information Management System (PEIMS)
• Student registration and enrollment
• Registrar operations
• Attendance and truancy
• School nursing and health services
• Federal Programs
• Title IX

Governance and Executive Administration

• Charter school board governance
• Affiliated nonprofit board administration
• Board meetings, agendas, and meeting packets
• District administrative policies and records
• Contracts and organizational documentation
• Regulatory reporting and administrative coordination

The Administrative Assistant provides organizational and administrative support related to these areas but is not responsible for performing the technical, financial, operational, or regulatory duties assigned to individual departments or their leadership.

Essential Duties and Responsibilities

1. Executive Administrative Support and Daily Priorities

• Provide direct administrative and organizational support to the Chief Business Officer.
• Assist the CBO in managing daily priorities, appointments, commitments, and administrative responsibilities.
• Maintain a centralized system for tracking executive assignments, pending decisions, outstanding requests, and follow-up items.
• Anticipate upcoming administrative needs and prepare information, documents, and materials in advance.
• Assist with organizing competing priorities and identifying matters requiring immediate attention.
• Monitor progress on assigned administrative tasks and follow up with appropriate personnel.
• Prepare meeting agendas, supporting materials, notes, and action-item summaries.
• Coordinate meetings with department directors, campus leadership, board members, consultants, vendors, and outside organizations.
• Prepare professional correspondence, memorandums, reports, spreadsheets, presentations, and other administrative documents.
• Assist with coordinating executive travel, conferences, professional development, and related scheduling arrangements.
• Maintain an organized and efficient executive office environment.

2. Multiple Email Account and Calendar Management

• Manage, monitor, and organize multiple authorized district email accounts, shared inboxes, and executive calendars.
• Review incoming correspondence, identify urgent or time-sensitive communications, and prioritize matters requiring the CBO's attention.
• Organize email communications using labels, folders, filters, and other available tools.
• Draft professional responses to routine correspondence for review and approval.
• Respond to authorized administrative inquiries within established guidelines.
• Maintain a tracking system for outstanding emails, unanswered requests, and correspondence requiring follow-up.
• Monitor pending responses and proactively follow up with appropriate individuals.
• Coordinate multiple calendars, including executive meetings, board meetings, appointments, travel, deadlines, and recurring events.
• Identify scheduling conflicts and coordinate adjustments.
• Maintain accurate meeting invitations, reminders, and calendar updates.
• Ensure important commitments, correspondence, and administrative deadlines are not overlooked.
• Exercise sound judgment and maintain strict confidentiality when handling executive communications.

3. Board Governance and Administrative Support

• Coordinate administrative preparations for charter school and affiliated nonprofit board meetings.
• Maintain board meeting calendars and schedules.
• Collect reports, financial information, resolutions, contracts, presentations, and supporting documents from responsible personnel.
• Assist with preparing, assembling, organizing, and distributing board meeting packets.
• Monitor deadlines for submission of board agenda items and supporting materials.
• Maintain organized electronic records of board agendas, minutes, resolutions, policies, and governance documentation.
• Assist with tracking board member terms, required training, and administrative governance records.
• Coordinate meeting arrangements and assist with required meeting notices and postings as directed.
• Attend assigned meetings, prepare notes, and document action items.
• Track outstanding board-related assignments and follow up with responsible personnel.
• Assist with maintaining accurate records and documentation associated with board governance and organizational compliance.

4. Administrative Compliance Tracking and Coordination

• Maintain a centralized calendar of district compliance deadlines, recurring reports, required submissions, inspections, and administrative obligations.
• Track deadlines associated with TEA, PEIMS, TRS, Federal Programs, Human Resources, Safety and Security, Facilities, and other assigned operational areas.
• Maintain records identifying responsible personnel, due dates, completion status, and submission confirmations.
• Send reminders to appropriate departments regarding upcoming deadlines.
• Follow up on outstanding documentation, reports, and administrative requirements.
• Assist with organizing materials requested for audits, monitoring visits, inspections, and regulatory reviews.
• Maintain organized electronic records of compliance-related correspondence and supporting documentation.
• Notify the CBO of approaching deadlines, incomplete submissions, missing information, or other matters requiring attention.
• Assist with preparing administrative tracking reports and status summaries.

The Administrative Assistant is responsible for administrative coordination and tracking, not the independent interpretation, certification, or approval of regulatory compliance requirements.

5. Cross-Departmental Coordination and Follow-Through

• Assist the CBO with coordinating information and administrative matters involving departments under the CBO's oversight.
• Request reports, documents, updates, and supporting information from responsible personnel as directed.
• Maintain tracking systems for outstanding assignments, departmental commitments, and administrative deadlines.
• Follow up with department directors, campus administrators, staff, consultants, and vendors regarding pending requests.
• Identify delays, missing information, and matters requiring additional attention.
• Provide timely updates to the CBO regarding the status of outstanding assignments and projects.
• Coordinate administrative meetings and organize supporting documentation.
• Maintain positive, professional working relationships across departments.
• Demonstrate the confidence and diplomacy necessary to communicate with leadership and follow up on commitments.

The Administrative Assistant must understand that the position supports the coordination of executive responsibilities without assuming supervisory authority over department leaders or responsibility for their assigned duties.

6. Electronic Records and Document Management

• Organize and maintain executive office electronic records within Google Workspace and other authorized district systems.
• Establish and maintain consistent electronic filing procedures, folder structures, and document naming conventions.
• Maintain organized files for board governance, contracts, compliance reports, construction projects, financial agreements, policies, and executive correspondence.
• Assist with creating, formatting, proofreading, and updating Google Docs, Sheets, Forms, and presentations.
• Maintain accurate versions of working documents and finalized records.
• Retrieve, compile, and organize information for meetings, reports, audits, and executive review.
• Assist with maintaining records in accordance with district retention procedures.
• Ensure confidential documents are appropriately stored and shared only with authorized individuals.
• Identify opportunities to improve document organization and administrative efficiency.

7. Project, Contract, and Operational Administrative Support

• Assist with tracking administrative milestones associated with construction projects, capital improvements, bond-related matters, NMTC obligations, contracts, and other assigned initiatives.
• Maintain calendars and records of contract expiration dates, renewal dates, reporting deadlines, and required documentation.
• Organize project correspondence, meeting materials, agreements, and supporting records.
• Coordinate requests for information from responsible departments, consultants, and external partners.
• Maintain administrative project checklists and status trackers.
• Monitor assigned deadlines and follow up on outstanding documentation.
• Assist with preparing materials for financial, construction, facilities, and organizational meetings.
• Notify the CBO of approaching deadlines, outstanding commitments, and potential administrative delays.

Purchasing transactions, Accounts Payable, Accounts Receivable, and other technical departmental responsibilities remain assigned to the appropriate departments and personnel.

8. Executive Communication and Meeting Support

• Prepare, format, and proofread executive correspondence, reports, presentations, and communications.
• Assist with preparing meeting agendas and distributing supporting materials.
• Attend assigned meetings and prepare accurate notes, summaries, and action-item records.
• Maintain tracking systems for commitments and follow-up items resulting from meetings.
• Coordinate communication with internal and external stakeholders.
• Assist with preparing executive briefings and summaries of outstanding matters.
• Maintain professionalism, accuracy, and confidentiality in all communications.

Work Environment and Professional Expectations

• Beta Academy operates in a fast-paced, highly collaborative, and close-knit professional environment where leadership and staff maintain high expectations for performance, accountability, responsiveness, and follow-through.
• The Administrative Assistant must be comfortable working closely with strong, results-driven personalities while maintaining professionalism, composure, flexibility, and a positive, solutions-oriented attitude.
• The successful candidate must demonstrate the ability to:
• Thrive in a fast-paced environment with frequently changing priorities and competing demands.
• Work effectively with highly motivated, direct, and results-oriented leadership personalities.
• Remain calm, professional, and productive under pressure.
• Exercise sound judgment, discretion, and diplomacy when navigating sensitive situations or differing perspectives.
• Communicate confidently and professionally with executive leadership, department directors, staff, board members, and external stakeholders.
• Accept constructive feedback, adapt quickly, and respond positively to changing expectations.
• Demonstrate initiative and independence without requiring constant supervision or direction.
• Anticipate needs, recognize priorities, and take appropriate action to keep administrative responsibilities moving forward.
• Maintain strong working relationships in a close-knit environment where teamwork, mutual respect, trust, and confidentiality are essential.
• Balance a sense of urgency with accuracy, attention to detail, and sound judgment.
• Be comfortable asking questions, seeking clarification, and respectfully communicating concerns when necessary.
• Possess the confidence to follow up with staff and leadership regarding outstanding assignments, deadlines, and commitments.
• Demonstrate exceptional dependability, adaptability, organizational skills, and a strong work ethic.

This position requires an individual who can see the big picture while managing the details, anticipate what needs to happen next, and help maintain forward momentum across multiple executive priorities.

Ideal Candidate Profile

Beta Academy seeks a motivated, resourceful, and growth-oriented individual who is eager to learn, develop professionally, and contribute to a fast-paced executive office.

The ideal candidate does not need extensive administrative experience but must demonstrate exceptional potential, initiative, organizational ability, and a genuine desire to learn.

We value individuals who approach unfamiliar responsibilities with curiosity, enthusiasm, and a willingness to develop new skills. The successful candidate will embrace challenges, welcome constructive feedback, adapt to changing priorities, and view new assignments as opportunities for professional and personal growth.

• The ideal candidate will demonstrate:
• A genuine desire to learn, grow, and develop professionally.
• A strong work ethic, personal accountability, and pride in producing quality work.
• Initiative, resourcefulness, and a willingness to take on unfamiliar challenges.
• Flexibility and a positive attitude when priorities or responsibilities change.
• A willingness to ask questions, seek guidance, and apply constructive feedback.
• Strong organizational instincts and attention to detail.
• The ability to work effectively with confident, results-driven personalities.
• Professional maturity, discretion, and sound judgment.
• A solutions-oriented mindset and the ability to remain composed under pressure.
• A desire to take ownership of responsibilities and become increasingly independent as knowledge and experience develop.

Beta Academy recognizes that exceptional talent and leadership potential are not always reflected by years of experience or formal credentials. We welcome candidates who demonstrate strong character, initiative, aptitude, and a sincere commitment to professional growth.

Professional Growth and Development

This position offers a unique opportunity to work closely with the Chief Business Officer and gain firsthand experience in district leadership, business operations, financial management, governance, and organizational administration.

Beta Academy values individuals who are eager to learn, embrace challenges, demonstrate initiative, and view new responsibilities as opportunities for personal and professional growth.

Working alongside the Chief Business Officer will provide tremendous exposure to district leadership, but it will also require focus, hard work, discretion, and the ability to keep pace.

The successful candidate must be willing to step outside their comfort zone, welcome constructive feedback, adapt to changing priorities, and take ownership of their professional development.

Prior experience is valued; however, a strong work ethic, positive attitude, willingness to learn, and demonstrated potential are equally important.

We are seeking someone who is not simply looking for a job, but an opportunity to learn, contribute, and grow.

Required Qualifications

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Proficiency with computers and common office technology.
• Ability to learn Google Workspace applications, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, deadlines, and changing priorities.
• Demonstrated dependability, initiative, and willingness to learn.
• Strong attention to detail and commitment to accuracy.
• Ability to handle confidential information appropriately.
• Professional demeanor and ability to work effectively with diverse personalities.
• Ability to work independently while recognizing when guidance or clarification is necessary.

Preferred Qualifications

• Previous administrative, office support, or executive support experience.
• Demonstrated proficiency with Google Workspace.
• Experience managing multiple email accounts and calendars.
• Experience maintaining electronic filing systems, spreadsheets, or administrative trackers.
• Experience in a public school, charter school, nonprofit, or other professional office environment.
• Familiarity with board meeting preparation, administrative reporting, or project coordination.
• Experience supporting leadership in a fast-paced environment.

Extensive administrative experience or a college degree is not required for consideration. Candidates who demonstrate strong aptitude, initiative, organizational skills, and professional growth potential are encouraged to apply.

Performance Expectations

Success in this position will be demonstrated through:

• Effective management of assigned executive calendars and email accounts.
• Accurate organization and prioritization of administrative correspondence and requests.
• Timely preparation of board meeting materials and supporting documentation.
• Consistent monitoring of assigned deadlines and administrative obligations.
• Effective tracking and follow-up of outstanding assignments and requests.
• Organized, accurate, and accessible electronic filing systems.
• Timely preparation of correspondence, reports, and meeting materials.
• Proactive communication regarding delays, missing information, and matters requiring executive attention.
• Demonstrated ability to anticipate routine administrative needs.
• Continued development of professional skills, independence, and organizational responsibility.
• Positive working relationships with leadership, staff, and external stakeholders.
• Demonstrated dependability, adaptability, initiative, and accountability.

The Administrative Assistant is expected to provide the CBO with regular updates regarding upcoming deadlines, outstanding matters, pending decisions, and other administrative priorities.

Confidentiality and Professional Standards

This position requires access to confidential district information, including personnel matters, financial information, student-related records, board governance materials, contracts, and other sensitive administrative documentation.

The Administrative Assistant must exercise sound judgment, maintain strict confidentiality, and comply with applicable district policies and legal requirements governing information security and records management.

The employee must demonstrate professionalism, integrity, discretion, and sound judgment in all interactions and communications.

Position Authority and Accountability

The Administrative Assistant reports directly to the Chief Business Officer and receives work priorities and direction from the CBO.

The position is authorized to coordinate administrative matters, request information, communicate deadlines, schedule meetings, and follow up on assigned responsibilities within established guidelines.

The Administrative Assistant does not independently supervise department directors, approve expenditures, certify regulatory submissions, interpret legal requirements, or make executive decisions.

Additional administrative support to executive leadership may be assigned at the discretion of the Chief Business Officer.

Other Duties

Perform other related administrative duties as assigned by the Chief Business Officer to support the effective operation of Beta Academy.

This job description describes the general nature and scope of the position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on district needs.