Job Description

Job Description

Job Description

Job title: Executive Assistant

Job overview:

The executive assistant coordinates and assists the Chief Executive Officer (CEO) with confidential, highly visible, and time-sensitive administrative responsibilities within Seagull School’s policies and guidelines, approved budget, pertinent state and federal compliance and licensing requirements, and NAEYC accreditation requirements.

Someone who is highly organized, excellent at communication, and excels in technology will be a good fit for this position.

Key responsibilities:

Personal Accountability

• Collaborate with the school’s leadership team and staff to support and advance Seagull Schools’ vision, mission, guiding values, and strategic priorities, while contributing to a culture of continuous improvement for the benefit of associates, children, families, patrons, and volunteers.
• Promote clear communication, consistent processes, and accountability to support a cohesive and high-performing organizational culture.
• Demonstrate professionalism and leadership that fosters a positive workplace environment grounded in trust, respect, integrity, diversity, transparency, open communication, and ethical conduct.

Business Office Administration

• Provide administrative support to the CEO to ensure the efficient daily operations of the business office and effective support of Seagull Schools’ programs and activities.
• Deliver professional customer service by responding to phone, email, written, and in-person inquiries, directing requests to appropriate staff, and coordinating internal and external meetings as directed by the CEO.
• Coordinate logistical planning and administrative support for internal meetings, leadership meetings, board meetings, and organizational events.
• Assist the CEO in preparing, distributing, and maintaining confidential documents, including reports, requests for proposals, grant applications, and related materials.
• Draft, compile, and distribute written communications for families, partners, donors, and community stakeholders.
• Manage the CEO’s schedule, including meeting requests, calendar coordination, preparation of meeting materials, recording meeting minutes as appropriate, and tracking follow-up actions and deadlines.
• Support community outreach and fundraising initiatives by coordinating logistics and maintaining contact lists for community partners, childcare referral resources, prospective employees, volunteers, and educational institutions.
• Maintain organized and confidential records for board materials, organizational reports, and other key business documents.
• Assist in coordinating communication and safety protocols during operational disruptions or emergency situations, including natural disasters that may affect school operations.

Board Governance Support

• Serve as the administrative liaison to the Board of Directors under the direction of the CEO.
• Coordinate board and committee meetings, including scheduling, agenda preparation, assembling board packets, and distributing materials in a timely manner.
• Record and maintain accurate meeting minutes and ensure board records, resolutions, and governance documents are properly maintained and archived.
• Track board member terms, committee assignments, and required governance documentation.
• Assist with board orientation materials, annual board calendars, and board communications as directed by the CEO.

Required Education and Experience

• Associate's degree or commensurate training and certifications with proficiency in reading comprehension, math, business-related correspondence, attention to detail, and problem-solving.
• 3 years of full-time experience as an office coordinator or administrative assistant in a school or service environment.
• Highly proficient in using computer software programs for word processing, spreadsheets, presentations, data files, and researching information.
• Effective command of verbal and written English language to communicate with internal and external contacts.

Preferred Education and Experience

• Bachelor’s degree in business or commensurate experience in education or nonprofit administration.

Work Authorization, Health and Security Clearance

• First Aid/CPR Certification
• Medical clearance from infectious diseases and other health issues in order to work in a child and applicable adult center environment.
• Security clearance to work in a child and applicable adult center environment.

Benefits:

• Paid Time Off (PTO) leave.
• Bereavement leave.
• 19+ paid holidays.
• Medical, vision, prescription drug, and dental insurance.
• Supplemental health insurance through AFLAC.
• Healthcare and dependent care flexible spending accounts (FSA).
• 401(k) retirement plan with employer matching.
• Employee child tuition discount.

About Us:

Seagull Schools provides children an exceptional start to their educational journey. We do this in partnership with our learning community (families, students, teachers, kūpuna) by:

• Ensuring we use nationally-recognized best practices in early childhood learning and care.
• Learning through play and having fun!
• Providing affordable, accessible educational opportunities of the highest quality.
• Recognizing individual needs and interests to create personalized learning opportunities.
• Building connections and engaging with our local community.

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