Executive Secretary to the Director of Instruction/Principal

Essential Duties and Responsibilities

• Provide comprehensive administrative support to the Director of Instruction/Principal.
• 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 with staff, families, and community stakeholders through drafting, editing, and distributing announcements, newsletters, reports, and correspondence.
• Support school messaging, website updates, and social media communications as assigned.
• Ensure communications are professional, timely, and aligned with school goals.
• Aid in coordinating instructional initiatives, professional development activities, and school improvement efforts.
• Assist in planning and organizing 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.
• Act as a liaison between the Director of Instruction/Principal and departments including Academics, Student Services, Operations, Human Resources, and the Business Office.
• 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.
• Assist with the preparation and organization of state reporting requirements and compliance documentation.
• Support school improvement planning and monitoring processes.
• Coordinate special projects assigned by the Director of Instruction/Principal.
• 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.
• Maintain organized filing systems, records management processes, and administrative procedures.
• Monitor office supplies, equipment, and operational needs supporting the Principal's office.
• 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.
• Bachelor's degree in Business Administration, Office Management, Education, Communications, or a related field preferred.
• Experience working in a charter school, public school, nonprofit, or educational environment preferred.
• Experience supporting school administrators, principals, or instructional leaders preferred.
• Knowledge of Pennsylvania public education and charter school operations preferred.
• Experience with compliance reporting, school improvement planning, and educational data management preferred.

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.

About the Role

• Lincoln Leadership Academy Charter School (LLACS) is seeking a highly organized, proactive, and bilingual Executive Secretary to support the Director of Instruction/Principal.
• The Executive Secretary serves as a strategic administrative partner, ensuring the effective coordination of instructional leadership operations, communications, compliance requirements, school initiatives, and special projects.
• The successful candidate will possess exceptional organizational skills, professionalism, discretion, and the ability to manage multiple responsibilities in a fast-paced educational environment.
• As a key representative of the Director of Instruction/Principal, the Executive Secretary helps advance LLACS's mission of providing a holistic learning community dedicated to the academic, emotional, social, and spiritual success of every student while promoting a culture of leadership, integrity, accountability, and excellence.