Executive Assistant to the President

THE CLASSICAL ACADEMY

POSITION DESCRIPTION

Title: Executive Assistant to the President                Department: President's Office

Date: Updated May 15, 2024                                     FLSA Status: Non-Exempt

Work Year: 260 Day Calendar Year

Hourly Rate: $25.33-$27.40*

*depending upon previous relevant experience. Actual starting pay rate will be determined after a review of the work experience provided on the job application and resume.

GENERAL STATEMENT OF DUTIES: 

Facilitates and supports processes for over 3,700 students/employees from 7 schools at 3 locations of The Classical Academy (TCA).  Coordinates activities of the TCA Cabinet Team members to achieve the long-term goals and near-term objectives of both the President and Board of Directors. One of the "faces" of the President's office that should exhibit the following traits when representing the Office of the President: helpful, friendly, courteous, kind, cheerful, well mannered, tidy appearance.

ORGANIZATIONAL RELATIONSHIP:

Reports to the President.

ESSENTIAL JOB FUNCTIONS: 

The following statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The description may not include all functions performed by incumbents in various locations. The Classical Academy reserves the right to modify or change the duties or essential functions of this job at any time.

• Formulates, implements, and maintains administrative systems and processes for TCA.
• Performs administrative duties to include preparation of Power Point presentations, writing drafts of correspondence (newsletters, letters, media releases, thank-you notes, etc.), and other duties necessary for the operation of the President's Office.
• Assists with formulation, implementation, and support for the Communications Plan by maintaining the consistency of TCA branding through the production of business cards, letterhead, and the logo usage guide; provides for and manages communication dissemination to all schools and staff.
• Serves as Deputy to the Communications Director for crisis communication and assists with drafting and sending press releases and coordinating media relations.
• Assists the President and Advancement Officer with implementation of fundraising strategies, associated processes/procedures, and events.
• Tracks Conflict Resolution submissions, Expulsion documents, Discrimination and Harassment investigation recommendations and appeals, and Safe2Tell reports to ensure all incidents are resolved within the required timeframe, coordinating documentation between all involved parties.
• Interprets district rules, regulations, and procedures and oversees policy activities within all departments for the purpose of organizing assignments, monitoring progress, and ensuring completion within established dates and guidelines.
• Assists the President with report writing for presentations to the TCA Board of Directors, the ASD20 Board of Education, and the TCA Staff/Community.
• Responsible for written and verbal communications and associated strategies to internal and external community stakeholders.
• Assists the Special Assistant to the President with maintenance of the TCA website.  
• Attends the Board Governance Committee meetings, partnering with the Special Assistant to the President to develop, modify, track, and post Board and Administration policies and procedures. Attends other committee meetings as assigned.
• Handles confidential information in a discreet and professional manner.
• Attends meetings internal and external to TCA when requested.
• Coordinates logistics for meetings/conferences for internal and external constituent groups.
• Tracks and reconciles the President's budget.
• Manages the President's calendar and scheduling.
• May be required to carry and respond to a school-owned mobile communication device for the purpose of conducting school related business both during and after normal business hours.
• Creates and maintains organization-wide information such as TCA Organizational Charts and Mini-Directory.
• Works with Human Resources to recognize staff members who meet certain longevity criteria and works with Registrar to recognize 13-year graduates.

MARGINAL JOB FUNCTIONS:

• Processes and files a variety of documents, including sensitive and confidential information.
• Processes purchase orders and requisitions as required.
• Assists students as needed.
• Receives/Directs telephone calls and greets visitors to office and provides information or directions.
• Opens, sorts, and distributes incoming mail and prepares outgoing mail.
• Schedules and supports all Cabinet meetings:      Emails, agendas, and action items.
• Performs other duties as required.

MINIMUM QUALIFICATIONS:

EDUCATION:

Bachelor's Degree required

EXPERIENCE:

Two years' Business or Administrative Management experience – to include program/project management, policy/procedure development and maintenance, strategic planning, and analytical skills preferred

KNOWLEDGE, SKILLS AND ABILITIES:

• Positive, relational style, and the ability to establish and maintain effective working relationships with TCA constituent groups.

• Strong planning, prioritization, and implementation skills, with the ability to organize and implement multi-tasking assignments.

• Strong organizational, team building, and interpersonal skills.
• Ability to communicate effectively verbally and in writing.

• Strong editing and grammar skills.

• Works independently with little direction/management required.

• Knowledge of laws, rules, regulations, and procedures related to TCA and District 20
• Ability to autonomously perform sound analysis and take or recommend appropriate actions.  
• Ability to conduct/facilitate meetings.
• Ability to maintain confidentiality.
• Must be proficient with various software programs, such as Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.) and the Adobe Suite of products.

SCOPE OF INTERPERSONAL CONTACTS:

• Parents
• Students
• Employees
• Supervisors
• Other Departments
• Administrators
• Board Members
• Other agencies internal and external to TCA
• Public
• All levels of Government agencies

Contacts are often sensitive in nature and require a high degree of tact, professionalism, and confidentiality.

WORK ENVIRONMENT:

• Work is generally performed within a standard office environment.
• Required to work normal business hours.
• May be required to work additional hours on a pre-arranged basis in support of Board or President generated meetings at multiple campuses and off-site locations.
• Occasional car travel between campuses required.

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all inclusive.

• Typical demands require the employee to:
  • Frequently use eye, hand, and finger coordination to enable the use of a computer, other office equipment, and writing utensils.
  • Spend majority of work hours sitting and occasionally stand, walk, or drive while performing job duties.
  • Frequently be involved in verbal and auditory interaction both interpersonally and through communication devices.
  • Occasionally lift/carry burdens weighing up to 30 lbs. 

COGNITIVE FUNCTIONS:

The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive:

The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills. 

BENEFITS: 0.5 to 1.0 FTE:
The Classical Academy offers competitive pay and a robust total compensation package including:

• MEDICAL INSURANCE: There are three options for Medical coverage, including an HSA option; as well as access to OneMedical for eligible staff members who elect a TCA Medical plan. The Classical Academy (TCA) makes a monthly contribution toward your medical premiums as an employee.
• DENTAL INSURANCE: Dental insurance is offered through Delta Dental of Colorado. TCA makes a monthly contribution toward the premium for this benefit
• LIFE INSURANCE/LTD: Employees are provided a $25,000 group term life insurance through The Standard Life Insurance Company and offers Long-term Disability coverage as well. TCA pays the full cost of group term life insurance and long-term disability benefits. Accident and hospital indemnity plans are also available to employees through The Standard, for an additional cost.
• RETIREMENT PLAN: Administered by Colorado PERA, this is a tax deferred retirement account to which you contribute 11% of your monthly earnings. TCA contributes 20.9% to the PERA pension trust fund on your behalf.
• VOLUNTARY VISION INSURANCE: EyeMed is the voluntary vision program available to TCA employees.
• WELLNESS PROGRAM: A voluntary wellness program though Orriant is offered in which employees are eligible to earn an incentive of up to $150 for participation AND achievement of wellness activity goals
• RETIREMENT OPTIONS: Employees may elect to participate in deferred income for retirement purposes: PERA Plus 401(k) through Empower
• MEDICAL and DEPENDENT CARE FLEXIBLE SPENDING ACCOUNT: This account allows employees to save money for unreimbursed medical expenses or dependent care expenses to be used within the plan year (July to June) on a tax-exempt basis.  This reduces your taxable income.
• TIME OFF COMPENSATION: An employee with 0.5 to 1.0 FTE will receive Staff Leave and Personal Leave. For positions less than 1.0 FTE, leave time will be prorated based on FTE. Our leave program is fully compliant with the Colorado Healthy Families Workplace Act.
• PRIORITY ENROLLMENT STATUS: Children of staff members 0.4 FTE and above receive priority enrollment of their child/children at The Classical Academy.
• Ongoing Professional Development Opportunities
• Staff Appreciation Meals and Events

Conditions of Employment:
Per the Immigration Reform and Control Act of 1986, the selected applicant shall be required to verify, within 72 hours of employment, her/his legal right to be employed in the United States.

The Classical Academy does not discriminate based on age, race, religion, national origin, disability, gender, or any other protected status in its educational programs and activities (including employment and application for employment).