Executive Assistant/HR Coordinator

Executive Assistant to the Head of Schools & HR Coordinator

Position Summary

The Executive Assistant to the Head of Schools & HR Coordinator provides high-level executive, operational, and human resources support to the Head of Schools for a multi-school network. This position serves as a trusted partner in managing executive priorities, coordinating network-wide communication, supporting personnel processes, and ensuring the efficient operation of the organization.

The ideal candidate is highly organized, detail-oriented, professional, and able to manage confidential information while balancing multiple priorities in a fast-paced educational environment.

Reports To

Head of Schools

Supervises

May supervise front office support staff, interns, or administrative assistants as assigned.

Key Responsibilities

Executive Support

• Manage the Head of Schools' calendar, appointments, travel, and meeting schedules.
• Coordinate and prepare materials for leadership meetings, board meetings, and school network events.
• Draft correspondence, presentations, reports, memos, and executive communications.
• Serve as the primary point of contact for internal and external stakeholders on behalf of the Head of Schools.
• Prioritize and manage incoming requests, ensuring timely follow-up and completion.
• Maintain confidential records, files, and sensitive organizational information.
• Assist with strategic projects, initiatives, and special assignments.

Human Resources Responsibilities

• Coordinate recruitment processes including job postings, interview scheduling, candidate communication, and onboarding logistics.
• Maintain employee personnel files and ensure compliance with HR policies and procedures.
• Assist with onboarding and offboarding of staff members across the network.
• Monitor and track certifications, evaluations, background checks, and required employment documentation.
• Support employee benefits enrollment and HR-related communication.
• Assist in preparing contracts, employment letters, and personnel documents.
• Coordinate staff professional development registrations and records.
• Ensure confidentiality and professionalism in handling employee matters.
• Support compliance with federal, state, and local employment regulations.

Board & Leadership Support

• Prepare board packets, agendas, minutes, and supporting documentation.
• Coordinate board meeting logistics and communication.
• Track action items and follow-up tasks from leadership and board meetings.
• Assist with network-wide leadership retreats, trainings, and planning sessions.

Operations & Communication

• Support network communication efforts with staff, families, and community partners.
• Coordinate special events, employee recognition activities, and organizational functions.
• Assist with data tracking, reporting, and document management systems.
• Maintain organizational calendars and deadlines for compliance, reporting, and events.
• Help ensure smooth daily operations across the school network.

Qualifications

Education

• Bachelor's degree preferred in Business Administration, Human Resources, Education, or related field.

Experience

• Minimum of 3-5 years of executive administrative support experience required.
• Experience in human resources, education, or school administration preferred.
• Experience supporting senior leadership executives strongly preferred.

Knowledge, Skills, & Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to maintain strict confidentiality and professionalism.
• Proficiency in Microsoft Office, Google Workspace, and HR information systems.
• Ability to prioritize competing demands and work independently.
• Strong interpersonal skills with the ability to build positive relationships across schools and departments.
• Detail-oriented with excellent follow-through.
• Ability to handle sensitive situations with discretion and sound judgment.

Preferred Qualities

• Passion for education and student success.
• Ability to thrive in a mission-driven, fast-paced school environment.
• Strong customer service mindset.
• Flexible, proactive, and solutions-oriented.

Work Environment

• Primarily office-based within a school network environment.
• Occasional evening or weekend work may be required for board meetings, events, or recruitment activities.
• Travel between campuses may be required.