Executive Personal Assistant

Position Summary

The Personal Assistant provides high-level administrative, operational, and logistical support.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing

multiple priorities in a student-centered environment. This role requires exceptional

communication skills, discretion, and the ability to anticipate needs before they arise.

Key Responsibilities

 Administrative Support

 Manage complex calendars, scheduling internal and external meetings, and events while

minimizing conflicts.

 Coordinate travel arrangements

 Draft, edit, and proofread emails, correspondence, reports, and presentation decks based

on dictation and guidance from their direct report.

 Maintain organized digital and physical files, ensuring compliance

 General tasks, errands, mail, calendar reminders

 Coordinate studio scheduling and logistical setup for music rooms, art studios, gyms, and

outdoor sports spaces.

 Track supply levels for the music, art, sports, and fitness departments; process purchase

requests and follow up with vendors with the guidance of their direct report.

 Serve as a liaison between staff when appropriate.

 Reviewing interdepartmental timelines, deliverables, and ensure communication channels

remain clear and up to date.

 Communication & Relationship Management

 Serve as the primary point of contact for their direct report when handling inquiries,

requests, or scheduling needs.

 Communicate clearly and professionally with students, parents, instructors, and

community partners.

 Draft announcements, newsletters, or notes on behalf of their direct report as requested.

 Ensure timely follow-up on messages, concerns, project updates, and outstanding tasks.

Confidentiality; Compliance

 Handle sensitive student, family, staff, and organizational information with strict

confidentiality in accordance with California privacy standards (including FERPA and

applicable state laws).

 Support adherence to safety, compliance, and operational protocols

 Assist in maintaining compliance-related documentation for programs, equipment, and

instructional spaces.

Logistical & Daily Assistance

 Coordinate leadership meeting agendas, materials, and minutes.

 Manage personal tasks related to supervisor's needs & responsibilities (e.g., picking up

supplies, preparing materials for events).

 Support during school events including setup, check-in, communication coordination,

and breakdown when applicable

Qualifications

Required

Consistently professional

Minimum 2–3 years of administrative assistant, personal assistant, or office support experience.

Strong proficiency in Google Workspace

Excellent written and verbal communication skills.

Strong organizational abilities with excellent follow-through.

Ability to handle multiple priorities and work in a fast-paced, creative environment.

Ability to maintain confidentiality and exercise sound judgment.

Must pass a Live Scan background check (as required for California educational institutions).

Must be able to lift up to 25 lbs occasionally (for event support).

Preferred

Experience working in a school, arts organization, youth program, or fitness/sports environment.

Familiarity with California education regulations and operational practices.

Bilingual (Spanish-English) preferred but not required.

Salesforce experience

Key Competencies

Proactive problem-solving

High emotional intelligence and professional demeanor

Attention to detail and accuracy

Adaptability and willingness to support wherever needed

Strong interpersonal skills and customer-service mindset

Ability to work independently and as part of a team

Creative thinking that aligns with an arts- and fitness-based school culture

Work Environment

Fast-paced educational and creative environment.

Combination of office work, classroom/studio/gym walkthroughs, and event support.

Flexible schedule may be required to support after-school events, exhibitions, or performances.

Compensation

Commensurate with experience and competitive within the California education and private

program sector. Benefits may include health insurance, paid time off, and professional

development opportunities.

Pay: $70,000.00 per year

Benefits:

• Health insurance
• Vision insurance

Work Location: Remote