Executive Assistant

Executive Assistant – Anticipated start date – 8/3/2026

Peaceful Schools is expanding and seeking to fill an opening for a full-time Executive Assistant. As this position is newly developed and our team is currently looking for office space we anticipate this position will be based out of the Victor/Farmington/Rochester area. We are currently working to get the office location in place.

The successful candidate facilitates the efficient operation of assigned Peaceful Schools projects by performing a variety of clerical and administrative tasks as assigned. Duties applicable to site or project.

Duties & Responsibilities:

• As the first point of contact, create and maintain a peaceful climate and welcoming environment at the assigned location. Welcome and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary and delivering messages as needed to the appropriate team member.
• Monitor response to inquiries to ensure messages were received and timely follow up has been completed by the designated team member.
• Assist with coordinating vendor communications and connect with designated team members to address issues, logistics or timing of project deliverables.
• Organize and support internal and external communications including items such as meeting invitations, sending out agenda’s and meeting reminders, sending approved follow-up correspondence or sending approved introductory outreach.
• Communicates weekly schedule of job duties and communicates with supervisor duties to be completed throughout the week.
• Communicates with supervisor if concerns or questions needing to be prioritized with general requests from project team members.
• Communicate with supervisor any items needing to be purchased in person that are not able to be ordered online.
• Coordinates custodial routine to outline needs and schedules.
• Maintains digital and physical filing systems as assigned online and paper. Work with team to structure shared file locations to ensure efficient access to records and resources by key team members.
• Utilize digital office systems and project management tools to support workflow, organization, communication and collaboration across teams.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedule travel, meetings, and appointments for the project team members as needed and others as assigned.
• Coordinate logistics for travel that may include registration at conferences, hotel/transportation logistics, providing traveling team members with itinerary and logistics in preferred format.
• Prepare copies of training materials as needed for events.
• Maintains office supplies, place orders as needed, and coordinates maintenance of office equipment.
• Maintains copiers, including calling for service as need arises
• Updates and maintains information posted to entranceway for visitors
• Coordinates the ordering, shopping and setting up of catering and refreshments for office events and training.
• Work collaboratively with Peaceful Schools Accounts Manager to maintain system(s) for recording:
• expenses
• the use of petty cash
• other payments
• Maintains a system for recording assigned project equipment.
• Sort and distribute all incoming mail and package deliveries.
• Run errands as assigned including but not limited to post office as required, ordering of supplies, delivering correspondence/packages and/or other items as assigned.
• Training Center/Conference Room Schedule Coordination: as applicable to site location.
• Coordinate and maintain PS Training Center scheduling and support all aspects of scheduled events as assigned.
• Work with PS Management to develop Training Center contracts/rental agreements.
• Administer all contracts and rental agreements with customers.
• Work with customers to administer all Hold Harmless Agreements and other necessary paperwork for insurance purposes.
• Accept and track payments for Training Center room(s) rental following the PS financial policies.
• Order materials, supplies and items needed for the Training Center.
• Launder Training Center items as needed including but not limited to tablecloths.
• Maintains a system for recording:
• expenses
• the use of petty cash
• other payments
• Display strong interpersonal skills, a positive attitude, and…