Assistant to Executive Director (Immediate Vacancy) - Jefferson Rise : Job Details

School Overview Jefferson RISE Charter School, founded by seven community members in 2014, will serve just under 800 students in grades 6-12 for the 2025-2026 school year. Located in Harvey, Louisiana, the school caters to a diverse student body from the Westbank of Jefferson Parish, consisting of 59% Black/African American, 24% White, 15% Hispanic, and 2% Asian students, with 87% qualifying as economically disadvantaged. Remarkable achievements for Jefferson RISE Charter School include:

• State recognized our school as Top Gains Badge Recipient (23-24 SY)
• Graduation Rate A (22-23 SY, 23-24 SY)
• Strength of Diploma A (23-24 SY)
• Progress Rating A (23-24 SY)
• #6 for SPS Growth in Louisiana (22-23 SY)
• Achieved a School Performance Score (SPS) increase of over 17 points, resulting in a B rating for the high school and a C rating for the middle school (22-23 SY)

Position Overview The Executive Assistant to the Executive Director plays a critical and highly visible role in ensuring the smooth, efficient, and proactive functioning of the school's administrative and leadership operations. This role combines front office and administrative duties with coordination across key operational areas such as finance, human resources, compliance, scheduling, communications, and special projects. The Executive Assistant acts as a gatekeeper, organizer, liaison, and representative for the Executive Director and senior leadership team. The ideal candidate is highly organized, discreet, adaptable, and capable of multitasking in a dynamic school environment. This is a salaried role and includes supervisory responsibilities, which may include oversight of student workers, consultants, or temporary employees. Key Responsibilities: Administrative Support & Communication

• Serve as the primary point of contact and gatekeeper for the Executive Director.
• Maintain and coordinate the Executive Director's calendar, appointments, travel logistics, and meeting preparation.
• Prepare daily briefs, transcribe dictation (70+ WPM preferred), and capture key points in dialogue to identify connections across projects and issues.
• Create and manage internal communication, including newsletters, updates, and bulletin board displays.
• Manage and track the Executive Director's to-do lists and follow-ups with key staff.
• Read and synthesize district communications, distributing information to appropriate team members.
• Run errands (e.g., post office, supplies) and assist with facility-related logistics.
• Willingness to walk frequently and lift up to 20 lbs as needed.

Finance & Contracts

• Collect, scan, and organize receipts; support accurate reporting of financial transactions.
• Prepare checks and create purchase orders as directed by the finance team or Executive Director.
• Coordinate bank deposits and document all relevant financial activity.
• Manage contracts and vendor communication, including review, tracking, and renewals.
• Support donor acknowledgments and donor management processes.

Human Resources

• Manage onboarding and hiring processes, including compliance with state and parish requirements.
• Oversee applicants flow through the school's hiring platform.
• Track daily staff attendance and manage time-off requests.
• Maintain employee records and assist with benefits administration.
• Celebrate staff milestones and birthdays.
• Follow up with staff on missing compliance documentation, certifications, or required training.

School Operations & Compliance

• Serve as liaison to Jefferson Parish Schools and other stakeholders to ensure accurate and timely reporting.
• Receive and respond to complaints or concerns, escalating appropriately.
• Support the PTO with event coordination and administrative logistics.
• Track compliance-related items such as staff certifications and training.
• Manage school facility rentals and ensure contractual and scheduling alignment.

Board Support

• Draft and distribute meeting agendas in accordance with Louisiana Open Meetings Law.
• Coordinate logistics for monthly board meetings, including room setup, public notices, and technical needs.
• Attend board meetings, take notes, and maintain board archives.
• Communicate with board members on scheduling and documentation needs.

Scheduling & Events

• Maintain the schoolwide calendar and coordinate use of shared spaces.
• Schedule meetings and events, including staff-wide meetings and special celebrations.
• Manage and support logistics for staff events, student activities, and fundraising efforts.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum of 2 years of administrative or office experience (school or nonprofit preferred, but not required).
• Exceptional typing speed (minimum 70 WPM; 80 WPM preferred) and transcription skills.
• Advanced proficiency in Google Workspace (Docs, Sheets, Calendar) and Excel; comfort with HR and compliance platforms.
• Excellent interpersonal and customer service skills, with a strong sense of discretion and professionalism.
• Ability to manage multiple priorities, delegate tasks, and operate independently in a fast-paced environment.
• Demonstrated attention to detail and proactive problem-solving ability.
• Willingness and ability to adapt and revise plans as new information emerges.
• Must pass all required background checks.