Executive Secretary

Essential Duties And Responsibilities

• Provide comprehensive administrative support.
• Manage calendars, appointments, scheduling priorities, and meeting logistics.
• Organize daily workflow to ensure priorities and responsibilities are effectively managed.
• Prepare correspondence, reports, presentations, meeting agendas, and school communications.
• Maintain confidential information and sensitive matters with the highest level of discretion and professionalism.
• Monitor and prioritize incoming communications, requests, and inquiries, ensuring timely responses and follow-up.
• Cook up travel arrangements, professional development registrations, and event logistics as needed.
• Serve as a representative of the Principal's office in interactions with staff, families, and community partners.
• Communicate Management
• Serve as a primary point of contact for communications originating from the Principal's office.
• Draft, edit, and distribute announcements, newsletters, reports, and correspondence.
• Facilitate communication. Support school messaging, website updates, and social media communications as assigned.
• Ensure communications are professional, timely, and aligned with school goals.
• Instructional and School Operations Support
• Aid in coordinating instructional initiatives, professional development activities, and school improvement efforts.
• Support the planning and organization of faculty meetings, leadership meetings, and professional learning sessions.
• Maintain records related to instructional programs, assessments, and school initiatives.
• Track action items and follow-up activities from leadership and instructional meetings.
• Aid in organizing academic calendars, testing schedules, and school-wide events.
• Leadership and Department Liaison
• Serve as a liaison. Facilitate communication and collaboration among teachers, school leaders, and support staff.
• Support cross-functional initiatives and help ensure alignment with school improvement goals.
• Foster positive relationships among staff, students, families, and community stakeholders.
• Compliance and Reporting Support
• Aid in the preparation and organization of state reporting requirements and compliance documentation.
• Maintain records and documentation supporting school accountability and regulatory requirements.
• Cook up data collection and organization for audits, accreditation, assessments, and reporting purposes.
• Aid in school improvement planning and monitoring processes.
• Project Management and Strategic Support
• Coordinate special projects. Track school goals, improvement initiatives, and leadership priorities.
• Develop systems to organize workflow, monitor progress, and maintain accountability.
• Prepare reports, presentations, data summaries, and status updates for leadership review.
• Ensure timely follow-up and execution of decisions and action plans.
• Administrative and Office Management
• Maintain organized filing systems, records management processes, and administrative procedures.
• Maintain office supplies, equipment, and operational needs.
• Cook up logistics for meetings, professional development sessions, retreats, and school-wide events.
• Prepare agendas, maintain attendance records, and distribute meeting materials.
• Ensure follow-up on meeting outcomes and assigned responsibilities.
• Provide administrative support across departments as needed.

Qualifications

• High School Diploma Minimum of three (3) years of executive administrative, executive assistant, or leadership support experience.
• Bilingual proficiency in English and Spanish required.
• Excellent written and verbal communication skills in both English and Spanish.
• Exceptional organizational, project management, and time-management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Proficiency in Google Workspace and standard office productivity software.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while collaborating effectively with diverse stakeholders.

Preferred Qualifications

• Bachelor's degree in Business Administration, Office Management, Education, Communications, or a related field.
• Experience working in a charter school, public school, nonprofit, or educational environment.
• Experience supporting school administrators, principals, or instructional leaders.
• Knowledge of Pennsylvania public education and charter school operations.
• Experience with compliance reporting, school improvement planning, and educational data management.

Core Competencies

• Professionalism, integrity, and discretion.
• Strong organizational and planning skills.
• Exceptional interpersonal and relationship-building abilities.
• Initiative and proactive problem-solving.
• Excellent written and verbal communication.
• Project management and follow-through.
• Adaptability and flexibility in a dynamic environment.
• Commitment to teamwork, collaboration, and customer service.
• Alignment with LLACS's core values of Respect, Honesty, Kindness, Compassion, Responsibility, and Leadership.

Working Conditions

• Full-time, 12-month position.
• Primarily office-based with occasional evening meetings, school events, and community activities.
• Ability to sit, stand, walk, and use standard office equipment for extended periods.
• Occasional travel within the local community may be required.

Compensation And Benefits

• Salary range: $45,000 - $50,000 annually, based on experience and qualifications.
• Comprehensive benefits package available in accordance with LLACS policies and employee benefit programs.

Why Join LLACS?

• Lincoln Leadership Academy Charter School is committed to developing critical thinkers, culturally competent leaders, and purpose-driven citizens of character and integrity.
• The Executive Assistant to the Director of Instruction/Principal plays an essential role in supporting instructional excellence, school operations, and the successful implementation of the school's mission and strategic goals.
• Lincoln Leadership Academy Charter School is an Equal Opportunity Employer and encourages candidates from diverse backgrounds to apply.