Administrative Assistant to the Chief Business Officer

Administrative Assistant to the Chief Business Officer The Administrative Assistant to the Chief Business Officer provides comprehensive executive-level administrative and organizational support to the Chief Business Officer (CBO) of Beta Academy. The CBO oversees a broad range of district business, financial, operational, regulatory, governance, and administrative functions. This position serves as a key administrative partner in helping the CBO manage daily priorities, coordinate information across multiple departments, monitor deadlines, organize communications, and ensure that important matters continue moving forward. The Administrative Assistant must be highly organized, proactive, resourceful, adaptable, and capable of managing multiple competing priorities in a fast-paced environment. The successful candidate will possess the ability to see the bigger picture while managing the details, anticipate needs, recognize when matters require attention, and follow through without constant direction. This position requires an individual who can help manage the many moving pieces associated with the CBO's responsibilities while maintaining professionalism, discretion, accuracy, and a positive, solutions-oriented attitude. The primary purpose of this position is to help the Chief Business Officer remain organized, informed, prepared, and ahead of the numerous responsibilities and priorities associated with overseeing district operations. The Office of the Chief Business Officer provides executive oversight of a wide range of district departments, programs, and organizational responsibilities, including: Chief Financial Officer and district financial operations Accounts Payable and Accounts Receivable Fundraising and donor-related administration Procurement and purchasing Human Resources and Payroll Bond administration and management New Markets Tax Credit (NMTC) administration and management Operations of two campuses and the district administration office Facilities management and maintenance New construction and capital improvement projects Information Technology Safety and Security Guardian Program District travel coordination Public Education Information Management System (PEIMS) Student registration and enrollment Registrar operations Attendance and truancy School nursing and health services Federal Programs Title IXCharter school board governance Affiliated nonprofit board administration Board meetings, agendas, and meeting packets District administrative policies and records Contracts and organizational documentation Regulatory reporting and administrative coordination The Administrative Assistant provides organizational and administrative support related to these areas but is not responsible for performing the technical, financial, operational, or regulatory duties assigned to individual departments or their leadership. The Administrative Assistant is responsible for administrative coordination and tracking, not the independent interpretation, certification, or approval of regulatory compliance requirements. This position requires an individual who can see the big picture while managing the details, anticipate what needs to happen next, and help maintain forward momentum across multiple executive priorities. Beta Academy seeks a motivated, resourceful, and growth-oriented individual who is eager to learn, develop professionally, and contribute to a fast-paced executive office. The ideal candidate does not need extensive administrative experience but must demonstrate exceptional potential, initiative, organizational ability, and a genuine desire to learn. Beta Academy recognizes that exceptional talent and leadership potential are not always reflected by years of experience or formal credentials. We welcome candidates who demonstrate strong character, initiative, aptitude, and a sincere commitment to professional growth. This position offers a unique opportunity to work closely with the Chief Business Officer and gain firsthand experience in district leadership, business operations, financial management, governance, and organizational administration. The successful candidate must be willing to step outside their comfort zone, welcome constructive feedback, adapt to changing priorities, and take ownership of their professional development. High school diploma or equivalent. Strong organizational and time-management skills. Proficiency with computers and common office technology. Ability to learn Google Workspace applications, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets. Strong written and verbal communication skills. Ability to manage multiple tasks, deadlines, and changing priorities. Demonstrated dependability, initiative, and willingness to learn. Strong attention to detail and commitment to accuracy. Ability to handle confidential information appropriately. Professional demeanor and ability to work effectively with diverse personalities. Ability to work independently while recognizing when guidance or clarification is necessary. Success in this position will be demonstrated through: Effective management of assigned executive calendars and email accounts. Accurate organization and prioritization of administrative correspondence and requests. Timely preparation of board meeting materials and supporting documentation. Consistent monitoring of assigned deadlines and administrative obligations. Effective tracking and follow-up of outstanding assignments and requests. Organized, accurate, and accessible electronic filing systems. Timely preparation of correspondence, reports, and meeting materials. Proactive communication regarding delays, missing information, and matters requiring executive attention. Demonstrated ability to anticipate routine administrative needs. Continued development of professional skills, independence, and organizational responsibility. Positive working relationships with leadership, staff, and external stakeholders. Demonstrated dependability, adaptability, initiative, and accountability. The Administrative Assistant is expected to provide the CBO with regular updates regarding upcoming deadlines, outstanding matters, pending decisions, and other administrative priorities. This position requires access to confidential district information, including personnel matters, financial information, student-related records, board governance materials, contracts, and other sensitive administrative documentation. The Administrative Assistant must exercise sound judgment, maintain strict confidentiality, and comply with applicable district policies and legal requirements governing information security and records management. The employee must demonstrate professionalism, integrity, discretion, and sound judgment in all interactions and communications. The Administrative Assistant reports directly to the Chief Business Officer and receives work priorities and direction from the CBO.The position is authorized to coordinate administrative matters, request information, communicate deadlines, schedule meetings, and follow up on assigned responsibilities within established guidelines. The Administrative Assistant does not independently supervise department directors, approve expenditures, certify regulatory submissions, interpret legal requirements, or make executive decisions. Perform other related administrative duties as assigned by the Chief Business Officer to support the effective operation of Beta Academy. This job description describes the general nature and scope of the position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on district needs.