Admin Assistant - Immediate Vacancy (Data Focus)

Jefferson Rise • Harvey, LA

118d

About The Position

The Administrative Assistant to the Executive Director plays a vital role in ensuring the smooth, efficient, and data-driven functioning of the school’s leadership operations. This position goes far beyond standard administrative duties: the ideal candidate is a highly skilled problem-solver with advanced expertise in spreadsheets, data analysis, and document creation. This role requires a sharp eye for detail, exceptional technical skills, and the ability to keep pace in a fast-moving environment. The Administrative Assistant will follow the Executive Director through meetings, capture action items in real-time, and proactively create systems, templates, and reports that streamline operations. Candidates must be highly proficient in Excel and/or Google Sheets, with a demonstrated ability to design graphs, analyze trends, and support budgeting processes.

Requirements

• Associate’s or bachelor’s degree preferred; high school diploma or equivalent required.
• Minimum of 2 years administrative experience, with strong emphasis on data management and technology.
• Advanced proficiency in Google Workspace (Docs, Sheets, Calendar) and Microsoft Excel (pivot tables, formulas, charts required).
• Experience with data analysis and the ability to create clear, compelling visual representations of information.
• Strong financial literacy, including budget creation and expense tracking.
• Exceptional typing speed (70+ WPM minimum; 80 WPM preferred).
• Excellent organizational, multitasking, and problem-solving skills.
• Ability to thrive in a fast-paced, dynamic environment and adapt quickly to changing priorities.
• Strong interpersonal skills, discretion, and professional judgment.

Responsibilities

• Accompany the Executive Director to meetings, capturing notes, action items, and follow-ups in real time.
• Track and manage tasks across multiple projects to ensure timely execution.
• Draft, edit, and format correspondence, reports, and templates for internal and external use.
• Type quickly (70+ WPM preferred) and accurately to keep up with a fast-paced workflow.
• Develop, maintain, and improve spreadsheets and databases for operational, financial, and compliance purposes.
• Create graphs, dashboards, and visualizations to communicate trends and outcomes.
• Design templates, trackers, and automated systems that improve efficiency and accuracy.
• Support the Executive Director in interpreting data and preparing presentations.
• Assist with creating and maintaining budgets, including expense tracking and forecasting.
• Collect, organize, and reconcile receipts and financial records.
• Generate financial reports, expense summaries, and documentation for leadership and board review.
• Coordinate reporting and data submissions to district and state stakeholders.
• Monitor compliance trackers for staff certifications, deadlines, and required trainings.
• Assist with special projects that require data collection, analysis, and reporting.
• Maintain the Executive Director’s calendar, including high-level scheduling, prioritization, and logistics.
• Support preparation for leadership meetings, board meetings, and staff-wide events by creating agendas, presentations, and supporting materials.
• Ensure follow-up actions from meetings are documented, delegated, and completed.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree