Executive Assistant & Steward of School Systems

Details

Posted: 03-Aug-26

Location: Santa Monica, California

Type: Full Time

Salary: $70-90k ($35-45/hour), DOE

Categories Other

Reports to: Head of School Status: Full-Time, Exempt

Position Summary

The Executive Assistant & Steward of School Systems is a trusted partner to the Head of School, responsible for creating the organizational systems that allow a joyful, relationship-centered school to thrive.

This role combines executive support, operational leadership, and stewardship of the school’s administrative systems. From managing the Head of School’s priorities to ensuring the accuracy of student records, attendance, and school-wide processes, this person creates the infrastructure that supports exceptional teaching, learning, operations, and community.

Just as importantly, this role is deeply relational. The Executive Assistant & Steward of School Systems is a welcoming presence for students, families, faculty, trustees, and visitors, helping build a school culture grounded in belonging, trust, and connection across differences. They understand that thoughtful systems are not an end in themselves—they create the space for children and adults to flourish together.

Primary Responsibilities Executive Partnership

Serve as the primary executive assistant and strategic partner to the Head of School.

Manage calendars, meetings, correspondence, projects, and daily workflow.

Coordinate Board and leadership meeting logistics, agendas, and follow-up.

Anticipate needs, solve problems proactively, and manage confidential information with discretion.

Support families in the middle school placement process, coordinate recommendation letters and student forms, organize and send off transcripts for students applying out.

Stewardship of School Systems

Steward the school’s student information systems, ensuring data integrity, accuracy, and confidentiality, in partnership with the IT Manager.

Maintain student records, including enrollment information, emergency contacts, health records, medication authorizations, immunization compliance, and legal documentation.

Manage attendance systems for students and employees, ensuring accurate daily reporting and communication with families and faculty.

Collaborate with Admissions, Tuition Assistance, and school leadership to maintain accurate enrollment data and school records.

Coordinate annual reenrollment processes for students in partnership with the Director of

Finance and Operations and the Enrollment Team.

Design, maintain, and improve administrative systems and workflows that support efficient, people-centered school operations.

Community & Culture

Help cultivate a welcoming, joyful, and inclusive environment for students, families, faculty, and visitors.

Partner with the Head of School to strengthen community and foster a collaborative culture and meaningful relationships across the school.

Coordinate school traditions, hospitality, meetings, and faculty/staff events.

Serve as a connector who communicates with warmth, professionalism, and care.

Student & Family Engagement

Be an active presence in the daily life of the school.

Build positive relationships with students and families through responsive communication and visible support.

Assist with arrival, dismissal, student health needs, and other daily operations.

Support admissions events, middle school placement, and other family-facing initiatives as needed.

Who You Are

You are both a systems thinker and a relationship builder. You enjoy creating order, improving processes, and solving complex organizational challenges while never losing sight of the people those systems serve. You are calm under pressure, attentive to detail, warm in your interactions, and energized by being part of a vibrant school community.

You believe that schools are built on relationships, that childhood deserves to be protected, and that thoughtfully designed systems make more room for joy, belonging, and meaningful learning.

Qualifications Bachelor’s degree required.

Experience in school administration, executive support, registrar functions, or operations preferred.

Exceptional organizational, project management, and communication skills.

Experience managing confidential records an…