Executive Administrative Assistant

JOB SUMMARY:

The Executive Assistant is a part-time position working approximately 15–20 hours per week, reporting to the Vice President/Chief Operating Officer. This individual provides general clerical support. The ideal candidate is proactive, resourceful, and skilled at anticipating needs and initiating tasks, with a strong ability to manage and coordinate executive staff related responsibilities.

KEY RESPONSIBILITIES:

Executive Support:

• Provide administrative support to the Vice President/COO, including managing his/her calendar, scheduling meetings, and handling correspondence.


• Maintain and oversee the Central Office budget.


• Serve as the primary liaison for the Vice President/COO to internal staff and external stakeholders, ensuring timely and professional communication.


• Receive and distribute mail and packages delivered to Central Office.


• Receive and direct telephone inquiries and requests. 

Human Resources Support:

• Screen employment applications for minimum qualifications.


• Schedule interviews and communicate with applicants.


• Conduct reference checks and coordinate pre-employment background screenings.


• Schedule new employee onboarding, orientation, and required training.


• Maintain accurate electronic and paper personnel records in BambooHR, the employee database, and employee rosters.


• Assist with coordinating employee recognition and appreciation activities.

Student Enrollment Coordination:

• Receive and review student enrollment applications for completeness, following up with families regarding missing information or required documentation.


• Collect and organize required student records, including immunization records, health forms, emergency contacts, and other documents required for admission.


• Maintain accurate, confidential student enrollment records and update student information in Brightwheel, the student database.


• Collect and input data for monthly Service Data Report.


• Coordinate orientation activities and distribute parent handbooks, Academy policies, calendars, and other information to newly enrolled families.

MINIMUM EDUCATION REQUIREMENT:

• High school diploma or GED required; some college coursework preferred.

YEARS OF RELATED WORK EXPERIENCE:

• Previous office or administrative experience preferred but not required.

RELATED REQUIREMENTS:

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management tools.


• Communication Skills: Excellent written and verbal communication skills, including editing, proofreading, and drafting correspondence.


• Organizational Skills: Exceptional ability to multitask, prioritize tasks, and manage competing deadlines efficiently.


• Interpersonal Skills: Strong diplomacy, tact, and professionalism when working with high-level stakeholders and sensitive information.


• Attributes: A self-starter with a proactive approach, attention to detail, and the ability to anticipate needs and provide solutions.


• Confidentiality: Proven ability to handle confidential information with discretion.

BENEFITS:

Hopkins House offers a wide range of generous employee benefits. To see the full list of benefits offered to Hopkins House employees, click here: EMPLOYEE BENEFITS