Executive Assistant - Business Services

POSITION SUMMARY

Under general direction and with considerable independence, the Executive Assistant - Business Services provides high-level administrative and operational support while serving as a trusted partner to the Chief Executive Officer. The Executive Assistant ensures effective coordination of executive priorities, board governance activities, communications, and organizational follow-through, while also supporting key administrative functions within the Business Services office. The Executive Assistant manages the flow of information to and from the CEO’s office, coordinates leadership meetings and board activities, and helps ensure the CEO is prepared for key organizational decisions and engagements. In addition, the role provides administrative coordination for Business Services operations, including research, preparation of reports, information requests, and office support functions.

Reports to: Chief Executive Officer

Supervises: None

ESSENTIAL DUTIES

Executive Leadership Support

• Manage and prioritize the CEO's calendar and scheduling needs
• Coordinate preparation for leadership, board, and committee meetings
• Prepare agendas and assist with board calendar management
• Compile reports and briefing materials for executive and board use
• Manage correspondence and communications from the CEO's office
• Track and follow up on items and commitments from meetings and leadership discussions
• Manage the flow of information to and from the CEO's office

Business Services Administrative Support

• Assist with the preparation of reports, research, and documentation related to Business Services operations
• Coordinate administrative systems, forms, and office procedures
• Maintain centralized systems for Business Services policy management
• Assist with budget planning and expenditure tracking
• Prepare purchase orders, requisitions, and maintain appropriate records
• Coordinate clerical support activities across Business Services functions
• Manage supply ordering and general office operations as needed

General Administrative Support

• Greet visitors and direct them appropriately
• Schedule meetings and arrange conference calls
• Answer and direct phone calls
• Collect and distribute incoming mail
• Attend meetings as requested to record minutes

ADDITIONAL DUTIES

• All other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education

Bachelor’s degree (BA/BS) or equivalent professional experience

Experience

Seven years of progressively responsible experience in executive-level support or business operations, with a proven track record of managing complex administrative workflows

LICENSES, CERTIFICATES, AND CLEARANCES

• Valid Fingerprinting, CPR, TB, and First Aid Certifications
• Ministry Safe Clearances
• CA Driver's License

KEY COMPETENCIES

Knowledge

• Understand the relationship between the CEO, the Board of Directors, and various committees (how decisions are made and documented).
• Fundamental knowledge of Accounts Payable (AP), purchase orders (PO), and the lifecycle of an expenditure within a school budget
• Formal meeting procedures for accurately recording minutes and managing board agendas
• Understanding how school policies are drafted, approved, and archived for legal and operational compliance

Skills and Abilities

• The ability to not just "input dates", but to proactively protect the CEO's time, anticipate "buffer" needs, and prioritize high-value meetings
• Draft professional correspondence and board-level reports that reflect the CEO's voice and the school's brand
• Using spreadsheets (Excel and Google Sheets) to monitor budgets, track expenditures against projections, and flag variances
• Using tools like Asana to track "follow-up items" from leadership meetings through to completion
• The skill to organize digital and physical files (Business Services policy management) so they are easily searchable and secure
• A high-level readiness to anticipate the administrative needs of the executive office, ensuring that all meeting materials, follow-up items, and critical information are prepared and vetted well in advance of the need
• Navigate complex interpersonal dynamics when managing the "flow of information" to and from the CEO's office
• Staying calm and professional when a schedule shifts at the last minute or when "gatekeeping" for the CEO with high-profile visitors
• The ability to draft sophisticated, professional correspondence and reports that are precisely calibrated for the intended audience -whether the Board of Directors, faculty, or external business partners
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions

PERSONAL CHARACTERISTICS

• Strong Christian faith with the ability to articulate and integrate prayer and Christian belief into leadership and daily practice
• Exhibits the highest standard of Christian integrity, with a life that reflects Christ in character, conduct, and relationships
• Active member of the church; membership in the Lutheran Church–Missouri Synod (LCMS)
• Fosters a Christ-centered environment reflecting Grateful Servanthood, Accountability, Compassion, and Collaboration in alignment with Orange Lutheran's Guiding Principles
• Committed to supporting the Mission and Statement of Faith of Orange Lutheran High School

PHYSICAL REQUIREMENTS

• The employee must have the ability to lift, carry, pull, push, or move objects up to 25 pounds
• Bend, stoop, sit on the floor, climb stairs, squat, kneel, or twist
• The employee must have the ability to move about the campuses
• Able to perceive sound, see, and speak so that others can understand
• Able to operate business-related equipment, handling and manipulating various materials and objects
• Able to sit and work at a video display terminal for extended periods of time

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

• The majority of work is performed indoors in a climate-controlled office environment with infrequent exposure to an outdoor environment
• The noise level is that of a typical quiet office setting, with occasional exposure to moderate noise levels in a student environment