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Executive Assistant

4 months ago

Santa Monica, United States SmartStart Developmental Learning Center Full time

**Responsibilities**:

- **Administrative Support**:

- Oversee and manage daily office operations, including filing, data entry, and record-keeping.
- Coordinate and schedule appointments, meetings, and events for school staff and administration.
- Maintain and update student records, ensuring accuracy and compliance with regulations.
- **Communication and Correspondence**:

- Serve as the primary point of contact for parents, students, and visitors, providing excellent customer service.
- Coordinate communication flow within the school and with parents, staff, and external partners.
- Distribute information to parents and staff regarding important announcements, events, and school policies.
- Manage the executive's calendar, scheduling meetings, appointments, and events.
- Draft and edit documents, presentations, and reports as needed.
- Act as a liaison between the executive and internal/external stakeholders.
- Attend meetings, take minutes, and distribute relevant information to the appropriate parties.
- **Data Management**:

- Maintain and organize confidential files and records.
- Assist in the preparation of reports, presentations, and other documents.
- Update and manage databases related to student information, staff records, and other pertinent data.
- **Event Planning**:

- Assist in organizing special events, workshops, and school functions.
- Coordinate logistics for meetings, conferences, and professional development sessions.
- **Budget Assistance**:

- Provide support in managing budgets, tracking expenses, and preparing financial reports.
- Assist in the procurement process, and managing vendor relationships.
- **Collaboration with Special Education Staff**:

- Work closely with special education staff to ensure effective communication and coordination.
- Assist in the preparation of Individualized Education Programs (IEPs) and other relevant documentation

7. **Financial Administration**:

- Assist with budget management and financial record-keeping.
- Process financial transactions, including collecting fees, handling petty cash, and reconciling accounts.
- Work closely with the finance department to ensure accurate financial reporting.

8. **Human Resources Support**:

- Assist in the recruitment and onboarding of new staff and orientation programs.
- Maintain personnel records, track employee attendance, and support payroll processing.
- Handle inquiries related to employment policies and procedures.
- Ensure compliance with all employment laws, regulations, and company policies.

9. **Facility and Supplies Management**:

- Manage office supplies, inventory, and equipment maintenance.
- Coordinate with maintenance staff for repairs and upkeep of the school office space.
- Ensure a clean and organized office environment.

10. **Student and Parent Support**:

- Provide assistance to students and parents regarding enrollment, attendance, and general inquiries.
- Collaborate with teachers and therapists to address student-related concerns.
- Facilitate the distribution of information about school programs and activities.

11. **Employee Relations**:

- Serve as a point of contact for employee inquiries, concerns, and grievances, promoting a positive and inclusive work environment.
- Conduct regular check-ins with staff to gather feedback and address any issues promptly.
- Collaborate with the executive team to develop and implement employee engagement initiatives.

**Qualifications**:

- Bachelor's degree in business administration, education, or a related field preferred.
- Proven experience as an executive assistant or in a similar administrative role.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- Proficient in Google Workspace, Excel and Microsoft Office Suite and other relevant software.
- Understanding of special education processes and terminology is a plus.

**Personal Attributes**:

- Discretion and ability to handle confidential information.
- Proactive and able to work independently.
- Detail-oriented with a high level of accuracy.
- Strong interpersonal skills and the ability to work in a team-oriented environment.
- Flexibility and adaptability in a dynamic work environment.

Pay: $60,000.00 - $70,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Application Question(s):

- Please provide a cover letter (not AI generated please)

Thank you

**Education**:

- Bachelor's (required)

**Experience**:

- Executive Assistant: 3 years (required)

**Language**:

- Are you able to speak and write Spanish as well as English (required)

Work Location: In person