Executive Administrative Assistant

Job description:

Company Overview
Puzzle Box Academy is a private school dedicated to serving children from Pre-Kindergarten through 12th grade who are impacted by Autism and other developmental delays such as ADD/ADHD. The Academy offers a comprehensive, research-based educational and therapeutic program, emphasizing individualized learning plans, year-round schooling, and a low student-to-teacher ratio to foster optimal growth and development.

Overview
The Administrative Assistant to the Chief Operations Officer (COO) provides direct administrative and clerical support to ensure the efficient daily operation of the COO’s office. This role supports organization, documentation, communication, and operational consistency.

The position requires strong attention to detail, discretion, and the ability to create structured systems, including the development of Standard Operating Procedures (SOPs) that support organizational efficiency and compliance. This role does not carry independent decision-making authority unless delegated by the COO.

Responsibilities

Administrative & Clerical Support

• Manage and maintain the COO’s calendar and schedule appointments


• Coordinate meetings and prepare agendas and materials


• Take and distribute accurate meeting notes with action items


• Draft professional correspondence, memos, and executive communications


• Maintain organized digital and physical filing systems

Standard Operating Procedure Development

• Create, format, and maintain Standard Operating Procedures (SOPs) as directed


• Document workflows and internal processes to improve efficiency


• Assist departments in organizing and standardizing written procedures


• Ensure all SOPs are formatted consistently and stored appropriately

Communication & Coordination

• Serve as a point of contact for directors and staff regarding access to the COO


• Send reminders regarding deadlines and reporting requirements


• Ensure timely and professional communication from the COO’s office


• Support preparation for executive meetings

Documentation & Reporting

• Compile, format, and organize operational reports


• Track due dates for reports and follow up with department heads as instructed


• Assist in preparing executive presentations

Office & Logistical Support

• Assist with organizing events to include catering, setup and breakdown


• Coordinate travel arrangements and event logistics as needed


• Support preparation for executive meetings

Confidentiality & Professional Standards

• Maintain strict confidentiality regarding personnel, student, and organizational matters


• Represent the COO’s office in a professional and respectful manner


• Adhere to all HR policies and operational procedures

Minimum Education & Experience Requirements:

• High school diploma required; associate or bachelor’s degree preferred


• 2+ years of administrative or clerical experience


• Demonstrated ability to create and document Standard Operating Procedures


• Advanced proficiency in Microsoft Office, including:


• Microsoft Word (advanced formatting, document structuring, templates)


• Microsoft Excel (formulas, data organization, basic reporting functions)


• Microsoft PowerPoint (professional presentation development)


• Strong organizational skills and attention to detail


• Clear and professional written and verbal communication skills


• Ability to manage multiple tasks with accuracy and accountability

Preferred Qualifications:

• Organization and time management


• Process development and documentation


• Professional communication


• Reliability and follow-through


• Confidentiality and discretion


• Team-oriented support mindset


• Strong organizational and communication skills

Apply today if you are looking for a meaningful career!

Benefits:

• Dental insurance


• Health insurance


• Life insurance


• Paid time off


• Professional development assistance


• Referral program


• Tuition reimbursement


• Vision insurance

Work Location: In person