Administrative Assistant

Environmental Charter Schools • Redondo Beach, CA

18h • Onsite

About The Position

Environmental Charter Schools (ECS) is seeking an organized, proactive Administrative Assistant to support the Office of the Superintendent and the Human Resources team. This is one full-time role that serves two departments, and it touches nearly every part of how ECS works. With the Superintendent, you will manage the calendar, correspondence, and follow-through that keep the office moving, and help prepare the materials that reach our board, our staff, and our community partners. With Human Resources, you will support the records, recruitment, and compliance work that brings strong people to ECS.

Requirements

• Exceptional written and verbal communication, including the ability to write in another person's voice for varied formats and audiences.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Ability to manage competing priorities across two departments in a fast-paced environment, with strong judgment about what to escalate.
• High degree of discretion with confidential personnel, student, and board information.
• Proficiency in Google Workspace and demonstrated comfort with AI platforms such as ChatGPT, Claude, or Gemini.
• Ability to work independently while knowing when to seek input and direction.
• Ability to work collaboratively with colleagues and administrators
• Commitment to the success of all students and the ECS mission, vision, and value

Nice To Haves

• Bachelor's degree.
• Prior experience in executive support, HR, or a related administrative role.
• Familiarity with HRIS or applicant tracking systems, and comfort presenting data in Google Sheets.
• Bilingual Spanish, spoken and written.
• ECS alumnus/a strongly preferred.

Responsibilities

• Manage the Superintendent's calendar and inbox end-to-end: daily triage, scheduling with board members, cabinet leaders, and community partners, anticipating conflicts, and protecting focus time.
• Prepare and send briefing materials ahead of meetings, and track the Superintendent's projects, deadlines, and commitments.
• Coordinate travel, logistics, and expense reconciliation, and maintain organized electronic and physical filing systems for confidential and non-confidential documents.
• Draft, edit, and distribute communications on behalf of the Superintendent, including org-wide announcements, newsletters, memos, social media copy, and stakeholder correspondence.
• Conduct interviews with students and staff to capture stories, testimonials, and perspectives that elevate the ECS narrative.
• Prepare materials for Board of Directors, Finance Committee, and Cabinet meetings; attend, take accurate notes, and distribute summaries and action items.
• Support planning, logistics, and follow-up for Cabinet meetings, All-Staff Professional Development days, fundraising events, and community outreach activities.
• Attend and take detailed, accurate notes at key meetings including Board of Directors, Finance Committee, Cabinet, and other leadership convenings; distribute summaries and action items in a timely manner.
• Assist with donor-facing materials, including gift acknowledgments, campaign collateral, and presentations, as ECS builds toward capital campaign and endowment goals.
• Maintain contact lists, databases, and tracking systems; generate reports and dashboards as needed.
• Perform other duties as assigned.
• Maintain accurate, secure, and up-to-date employee records and HR files, electronic and physical, in compliance with applicable law and ECS policy.
• Support onboarding logistics and documentation, employment verifications, and reference checks.
• Track compliance documentation related to the collective bargaining agreement and other HR processes, and assist with HR reports and communications.
• Coordinate job postings, flyers, application tracking, and candidate communications for seasonal and ongoing recruitment.
• Support candidate outreach through social media, email, and community partnerships, collaborating with the Community Outreach team during peak recruitment seasons.
• Help plan and staff recruitment and hiring events, including New Teacher Orientation and All Staff meetings.
• Serve as a reliable, service-oriented point of contact for staff inquiries, and support staff engagement activities and internal HR communications.
• Perform other duties as assigned.

Benefits

• 100% of HMO level healthcare premium costs covered by employer, and contributions towards dependent healthcare.
• Employer-paid ECS life insurance.
• Voluntary Benefits (Supplemental Life, Accident, Short Term Disability, etc.).
• Generous time off program includes 22 holidays, sick leave and vacation.
• Support with application to loan forgiveness programs, and access to 403b Retirement Plans.
• Small Learning Communities with smaller class sizes and lower student to counselor ratios.
• Social and Environmental Justice Focus.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed