Executive Administrative Assistant

The Summit School, located in Edgewater, MD, educates bright students with learning differences. Founded in 1989, the school program serves approximately 110 students each year. Our track record for success includes tangible outcomes such as high school graduation rates exceeding national averages. The impact for our students and their families is immediate and life-changing. We are seeking an Executive Administrative Assistant to provide administrative support to the Executive Director. This is a 12-month in-person, 40-hour per week position.

Who we are:

• Small, professional community committed to our mission of supporting children and each other
• A highly-collaborative team willing to roll up our sleeves and support the overall mission of the organization.=

Who you are:

• Friendly, organized, tech-savvy, flexible, and excited about supporting the mission of Summit
• Eager to help others; thrive on supporting leadership to make an impact in our daily operations
• Uses communication and interpersonal skills to cultivate relationships

This position is outward-facing and requires a motivated self-starter who is driven, able to multitask, and is eager to support the operations of our school in a unique way. The ideal candidate is familiar with Google Suite, financial statements, office management and has an understanding of educational institutions. This position has a strong emphasis on time management and organization.

Primary Responsibilities: to provide administrative and operations support to the Executive Director

Essential Duties and Responsibilities

Executive & Strategic Support

• Calendar Management: Proactively manage the ED’s complex calendar, including internal staff meetings, board/donor appointments, and recurring leadership committees.
• Workflow Planning: Anticipate upcoming activities to support long-term workflow and project planning for the Executive Office.
• Communications: Draft and manage professional correspondence; assist with the recruitment process by scheduling candidate interviews and performing reference checks.
• Compliance & Accreditation: Serve as the administrative liaison for Strategic Planning and Accreditation (AIMS/MSDE) committees. Monitor and ensure all reporting deadlines are met.
• Travel: Coordinate all logistics and bookings for the ED’s professional travel (e.g., TDF, ASHA, ALDS, AIMS).

Board of Trustees Operations

• Board Liaison: Manage all administrative aspects of board operations, including scheduling meetings and maintaining the official board roster.
• Records: Record and distribute precise meeting minutes and prepare board report packages for distribution.
• Hospitality: Coordinate all logistics and hospitality for board meetings and the annual Board Retreat.

Facilities & Procurement

• Facilities Point of Contact: Act as the primary liaison for maintenance and repairs; coordinate work with part-time facilities staff and external vendors (landscapers, HVAC, etc.).
• Rentals & Logistics: Manage facility rentals and coordinate logistics for internal and external events.
• Facilities Committee: Support the ED in follow-up work and participate as a member of the Facilities Committee (Standard 15).
• Procurement: Collect, verify, and submit purchase order requests. Ensure cost-effectiveness and secure ED approval.
• Inventory: Collaborate with the Librarian to inventory educational materials and maintain compliance documentation (Fingerprinting, MD Registry).

Student Fund & Budget Management

• Financial Monitoring: Track student fund spending, categorize expenses, and alert the ED regarding budget caps.
• Reconciliation: Process reimbursements and reconcile monthly transfers; coordinate student activity fee deposits with the Finance Office.
• Collaboration: Work with the Athletic Director and Accounts Manager on budget management and financial aid processes.

Events & Student Support

• Major Event Coordination: Lead the coordination for high-stakes events including T2 Graduation, Baccalaureate Speech Night, Back to School Night, and Grandparents' Day.
• Transition Support: Collaborate with the Middle School Coordinator on the "T1 Transition" process and the "Life After Summit" event.
• Scheduling: Coordinate major school-wide schedules involving the ED, such as parent-teacher conferences and new family meetings.

General Administration

• Front Office Support: Greet visitors, answer phones, and manage incoming mail.
• Team Redundancy: Provide coverage for the School Administrative Assistant as needed to ensure constant administrative presence during school hours.
• Supply Management: Monitor and order general office and classroom supplies; manage the distribution of materials to faculty.

Requirements and Qualifications

• Education: High School Diploma; Bachelor’s degree Business Administration preferred.
• Experience: 2–4 years of experience in an executive-level administrative role, preferably in an educational or non-profit setting.
• Software Mastery: Advanced proficiency in Google Workspace (Drive, Docs, Sheets, Calendar) and Microsoft Office. Experience with QuickBooks or similar financial software is a plus.
• Core Competencies: Exceptional organizational skills, discretion with confidential information, and the ability to multitask in a fast-paced environment.
• Must pass necessary background checks

The starting salary for this role is $50,000.