Executive Administrative Assistant

Rocky Mountain Classical Academy•Colorado Springs, CO

2d•Onsite

About The Position

The Executive Administrative Assistant provides comprehensive administrative and leadership support to the Headmaster by managing schedules, coordinating meetings, preparing reports and communications, and supporting school operations, events, and initiatives. This role oversees front office and registrar functions, coordinates field trips, provides testing support, and ensures completion of district reports in Reportwell. The position serves as a key liaison among administration, staff, students, and families while maintaining confidentiality and professionalism. Responsibilities include managing communication systems, supporting financial and operational processes, coordinating guest teacher usage, assisting with school calendar development, supporting PTO collaboration, organizing volunteer involvement, and improving operational efficiency initiatives. The Executive Administrative Assistant also oversees administrative workflows and direct-report task completion, supports data and system management, completes special projects, and ensures effective communication and alignment with the school’s mission.

Requirements

High school diploma required
Minimum 3–5 years of experience in a professional office setting, preferably in an administrative or executive support role
Proven experience as an administrative assistant or in a similar role, preferably supporting senior leadership and/or in an educational setting
Demonstrated experience coordinating projects, managing workflows, or supporting operational functions
Strong leadership and interpersonal skills, with the ability to coordinate staff, volunteers, and cross-functional teams
Strong computer skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and Google Workspace
Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment with frequent interruptions
Excellent organizational, time management, written, and verbal communication skills
Ability to work independently and collaboratively within a team
Strong problem-solving skills, attention to detail, and ability to follow through on tasks and projects
High level of discretion and ability to maintain confidentiality
Financial awareness and ability to support budget tracking, procedures, and resource management
Ability to learn new systems, manage data, and oversee administrative processes
Positive attitude and commitment to supporting the school’s mission
Flexibility to support occasional evening or school events as needed

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Education, or a related field preferred
Experience with administrative and communication platforms (e.g., PowerSchool, MailChimp, Monday.com, or similar systems) preferred

Responsibilities

Provide comprehensive administrative support to the Headmaster, including managing calendars, scheduling meetings, and coordinating trainings and events
Lead and manage administrative workflow, including oversight of assigned personnel and delegation of daily, weekly, monthly, and annual tasks
Oversee Front Office and Registrar staff, ensuring efficient daily operations, accurate student records management, and high-quality family and student service
Prepare, organize, and format reports, presentations, certificates, programs, and correspondence, including honor roll, culmination, and recognition materials
Manage school communication systems, including MailChimp, PowerSchool, email communications, and the school’s general inbox, ensuring accurate distribution of newsletters, announcements, emergency notifications, and community updates
Serve as a liaison between administration, staff, students, families, and external partners, ensuring professional, timely, and effective communication
Serve as the primary point of contact for school communications, enforcing communication pathways, responding to inquiries, and coordinating appointments with school administration
Coordinate and maintain the annual school calendar, event schedules, building use requests, and logistics for school programs, screenings, testing, photography, school-wide events, and field trips
Coordinate and support school events and initiatives, including culmination programs, screenings, conferences, staff recognition, PTO activities, and school-wide programs aligned with strategic goals
In collaboration with the Headmaster, coordinate PTO involvement and activities to align with school needs and priorities
Support Board meetings, leadership meetings, and administrative team meetings by assisting with meeting logistics
Manage office operations, including ordering and maintaining supplies, overseeing administrative and program budgets, reconciling accounts as assigned, and ensuring efficient workflow within administrative spaces
Demonstrate financial awareness in managing budgets, procedures, and communication expectations
Maintain school data, reports, website content, and internal systems, including managing staff accounts, directories, photos, bios, and administrative platforms such as Monday.com and Reportwell
Complete and submit required District reports in Reportwell in an accurate and timely manner, ensuring compliance with all reporting deadlines and requirements
Assist with student and staff programs and operational functions, including guest teacher coordination and planning to maximize effectiveness, student recognition programs, testing support, training coordination, and staff engagement initiatives
Provide coordination and logistical support for school-wide testing programs, including scheduling, staffing support, materials preparation, and communication with stakeholders
Identify tasks that can be supported by volunteers; recruit, organize, and manage volunteers to assist with school operations and events
Engage families by developing and implementing systems (including during registration) to identify volunteer interests and increase family involvement
Develop and implement initiatives to improve operational efficiency, including planning and piloting programs such as increased carpool participation
Conduct research, generate reports, and complete special projects to support school leadership and operational needs
Maintain confidentiality and handle sensitive information with discretion
Perform other related duties as assigned by the Headmaster