Pennwood Cyber Charter School - Executive Assistant

Executive Assistant to the CEO

Job Description

Reports to: CEO

Position: Full time

Work setting: Remote

Position Summary

The Executive Assistant provides confidential support to the CEO and coordinates Board administration, recruiting and onboarding initiatives, state reporting support, and the maintenance of approved school policies and SOPs.

The Executive Assistant to the CEO provides confidential executive support and coordinates initiatives that keep Pennwood’s leadership prepared, school processes organized, and assigned priorities moving forward. The position supports Board administration, state reporting, and recruiting, hiring, and onboarding initiatives in collaboration with Human Resources and school leaders.

The Executive Assistant serves as the administrative gatekeeper for school policies and standard operating procedures (SOPs), maintaining current approved documents, coordinating reviews, and helping staff access consistent guidance. The role requires discretion, initiative, accurate recordkeeping, and reliable follow-through.

Executive Support and Board Administration

• Manage the CEO’s calendar, appointments, correspondence, travel, and meeting logistics; anticipate preparation needs and resolve scheduling conflicts.
• Prepare agendas, presentations, communications, and supporting materials for review; record decisions, track action items, and follow up on leadership commitments.
• Serve as a liaison for the CEO with staff, Board members, families, Pearson Virtual Schools (PVS), and external partners; route inquiries and communicate approved information.
• Coordinate Board and committee schedules, assemble meeting packets, prepare draft minutes, and maintain approved minutes, resolutions, and governance records under the CEO’s direction.
• Maintain confidential executive records and coordinate assigned projects through clear timelines, progress tracking, and timely escalation of barriers.

Recruiting, Hiring, and Onboarding Initiatives

• Collaborate with PVS HR Partner(s) and hiring managers to coordinate approved postings, applicant tracking, candidate communications, and screening using HR-approved criteria.
• Assist in scheduling interviews, coordinate panels and evaluation materials, collect feedback, and participate in interviews as assigned.
• Track status on references and pre-employment documents, support approved offer communications and onboarding paperwork, and follow up on missing items under HR’s direction.
• Coordinate orientation and new-hire readiness with supervisors, IT, and other teams; maintain checklists for equipment, access, training, and completion.
• Support improvements to recruiting and onboarding workflows, resources, and the employee experience; refer hiring decisions and employment concerns to HR and the responsible leader.

State Reporting and Compliance Support

• Support designated reporting staff by collecting, organizing, and preparing data and evidence for Pennsylvania Department of Education (PDE) reports and other assigned submissions.
• Maintain reporting calendars and task trackers; follow up with departments on required information, deadlines, and outstanding corrections.
• Check source documents for completeness and consistency, coordinate corrections with responsible staff, and enter data in authorized systems as assigned.
• Maintain reporting evidence, approvals, and submission confirmations; support accreditation and audit requests through scheduling and documentation.
• Coordinate departmental information with the Manager of Enrollment and Strategic Operations; refer reporting interpretations and final certification to the designated reporting lead.

Policy and SOP Administration

• Maintain the central repository and index of approved school policies, SOPs, templates, and guidance, including document owners, effective dates, review dates, and version histories.
• Coordinate drafting and revisions with responsible departments; route proposed changes to the CEO, Board, HR, or other authorized approvers as applicable.
• Verify approval before publishing or distributing documents; archive superseded versions and help staff locate current guidance.
• Track scheduled reviews, communicate approved updates, and coordinate acknowledgments or training when required by the approved process.
• Identify missing, outdated, or conflicting guidance and elevate it to the appropriate owner; support consistent documentation across departments.

Qualifications and Work Requirements

• At least three years of executive or administrative support experience. A college degree in business, education, HR, or a related field is preferred; an equivalent combination of education and relevant experience may be considered.
• Strong proficiency with Microsoft Office, Google Workspace, scheduling tools, and digital records; ability to learn applicant tracking and school reporting systems.
• Demonstrated organization, clear communication, confidentiality, sound judgment, attention to detail, and ability to manage competing deadlines in a remote environment.
• School administration, recruiting or onboarding coordination, state reporting support, and policy or SOP document control experience preferred.
• Out-of-state residency is permitted. Ability to attend the York office, occasional evening Board meetings, and assigned school activities or travel as required.
• Meet applicable school employment, background clearance, and work authorization requirements.

Other Duties

Perform other related duties as assigned by the CEO. This description may be adjusted as school needs evolve. Pennwood Cyber Charter School is an equal opportunity employer.