Executive Assistant to the Vice President of Academic Affairs

Mid-Pacific Institute•Honolulu, HI

2d•Onsite

About The Position

The Executive Assistant to the Vice President of Academic Affairs provides essential administrative, organizational, and operational support to the Academic Affairs Office, which serves as a central hub for the academic life of Mid-Pacific. This is a highly collaborative and dynamic role that supports communication, coordination, project management, and follow-through across the divisions of the school and with the wider Mid-Pacific community. The Executive Assistant manages the day-to-day operations of the Vice President’s office; collects, organizes, and communicates important information; supports schoolwide initiatives and events; and serves as a professional and welcoming point of contact for students, parents, faculty, staff, visitors, and community partners. This role requires strong judgment, attention to detail, discretion, and the ability to manage a high volume of work within a busy school environment. The ideal candidate is proactive, organized, collaborative, solutions-oriented, and able to anticipate needs while maintaining a professional, focused, and responsive office environment. This position provides full-spectrum administrative support to the Vice President of Academic Affairs, including support for sensitive and confidential matters that require professionalism, trust, and careful communication.

Requirements

At least two years of experience serving as an assistant to an executive or senior leader.
Strong organizational skills, with the ability to manage immediate, short-term, and long-term projects simultaneously.
Excellent attention to detail, including the ability to edit and proofread documents for accuracy, clarity, consistency, and tone.
Strong written and verbal communication skills, with the ability to communicate progress clearly and proactively.
Ability to prioritize tasks, manage deadlines, anticipate needs, ask clarifying questions, and seek guidance when appropriate.
Ability to maintain strict confidentiality, exercise sound judgment, and understand when information should be elevated.
Professionalism, discretion, warmth, flexibility, empathy, good humor, and a strong sense of follow-through.
Strong problem-solving skills and a solutions-oriented approach to complex tasks, scheduling, events, data entry, and office operations.
Ability to work independently while collaborating effectively with colleagues across departments and divisions.
Proficiency with Google Workspace, including Docs, Sheets, Slides, Forms, Drive, and Calendar.
Facility with Excel, Adobe Acrobat, Canva, presentation software, and other school systems or technology platforms.
Comfort supporting budgets, purchase orders, P-20s, timesheets, and other administrative processes.
Ability to interpret instructions and information provided in written, oral, schedule, spreadsheet, or diagram form.
Willingness to learn new systems and skills that improve schoolwide processes and office efficiency.
Willingness to give and receive feedback constructively and engage in direct, respectful dialogue when questions or concerns arise.
Understanding that schools are complex, relational, and fast-moving environments.
Regular and predictable attendance at work.
Provides in-person support and service.

Nice To Haves

Experience in an independent school setting and familiarity with independent school accreditation processes

Responsibilities

Provide comprehensive administrative support to the Vice President of Academic Affairs, including calendar management, correspondence, meeting preparation, project tracking, document preparation, and follow-up.
Manage the daily operations of the Academic Affairs Office with professionalism, efficiency, discretion, and warmth.
Serve as a welcoming and professional point of contact for visitors, parents, students, faculty, staff, and community members through in-person interactions, phone calls, email, and other communication.
Perform general office duties, including answering phones, responding to emails, greeting visitors, filing, sorting mail, and managing incoming and outgoing correspondence.
Prepare and organize materials for meetings, presentations, schoolwide events, retreats, Board Committee meetings, and professional learning days.
Support the preparation of presentations, surveys, reports, mass communications, and other materials for internal and external audiences.
Maintain confidentiality and exercise sound judgment when handling sensitive information, including matters involving students, employees, families, and institutional priorities.
Manage a complex and active calendar for the Vice President of Academic Affairs, including standing meetings, one-time meetings, parent meetings, team meetings, and schoolwide events.
Schedule meetings thoughtfully and efficiently, allowing appropriate transition time between meetings and protecting time for focused work when needed.
Coordinate logistics for meetings, retreats, and events, including room reservations, technology needs, supplies, refreshments, lunch orders, setup, and cleanup.
Support the VPAA and Principals in preparing agendas, packets, and materials for the Education Committee of the Board.
Track meeting outcomes, follow-up items, deadlines, and reminders to ensure timely completion of tasks and projects.
Coordinate communication and information flow across divisions, departments, and schoolwide teams.
Work collaboratively with administrative assistants and colleagues across campus to support interdepartmental projects, schoolwide events, and coverage needs.
Support schoolwide document review and editing, including handbooks, agendas, communications, reports, and other materials requiring accuracy, consistency, and careful proofreading.
Assist with the organization and coordination of schoolwide teams, committees, accreditation work, professional learning days, and other Academic Affairs initiatives.
Assist with budget tracking, reimbursements, purchase orders, P-20s, materials acquisition, and other administrative processes.
Track and process time-sensitive operational tasks with accuracy and follow-through.
Manage timesheets for hourly Academic Affairs staff and provide backup support for substitute teacher program timesheets, scheduling, and daily task management as needed.
Support conference registration, travel arrangements, and related logistics for the Vice President of Academic Affairs.
Support the management, updating, and communication of the all-school calendar in collaboration with the VPAA and other school leaders.
Support the annual review and editing of school handbooks and other schoolwide documents.
Assist with the planning and execution of schoolwide events, convocation, and professional learning days.
Coordinate logistics for visiting groups, including international school visitors, by working with faculty and staff to create thoughtful schedules, prepare materials, and arrange appropriate hospitality.
Support search committees and candidate visits through scheduling, logistics, materials preparation, communication, and acknowledgments.
Provide practical and responsive support for time-sensitive office needs when appropriate.
Independently coordinate and manage special projects as assigned.
Participate in the development of a safe and healthy workplace.
Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
Take reasonable care to ensure their own safety and health and that of others.
Report any injury, hazard or illness immediately to their Supervisor and Human Resources.
Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.
Act as a role model by demonstrating safe work behaviors.
Identify, assess if necessary, and control hazards within the area of responsibility.
Ensure that equipment/supplies are properly maintained.
Maintain relevant knowledge of safety laws.
Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources.
Engages in ongoing reflection, collaboration, and professional learning to improve leadership, mentoring, and organizational effectiveness.
Demonstrates curiosity, adaptability, and a commitment to lifelong learning.
Builds positive and collaborative relationships with colleagues, students, families, and community partners.
Creates and supports inclusive, respectful, safe, and engaging environments for learning and collaboration.
Demonstrates initiative, sound judgment, adaptability, and the ability to lead effectively through change and growth.