Executive Assistant

Overview of School:

Sonoma Academy is an independent high school located in Santa Rosa, CA on a 34-acre campus, surrounded by 1,000 acres of protected open space, at the base of Taylor Mountain. Founded in 2001, it provides an engaging, challenging, and innovative college preparatory education and a supportive community for motivated learners from Sonoma, Napa, Marin, Lake, and Mendocino counties. The school currently serves 330 students in grades 9 through 12 and is increasing its enrollment each year. Of our 330 students, 31% self-identify as students of color and 6% of our students are international students. Our students come from 80+ middle schools, ensuring a broad mixture of students from all over the greater North Bay Area.

Our Mission: Sonoma Academy calls its students to be creative, ethical, and committed to learning. The school nurtures inspiring teachers and engages with the surrounding community, and its students communicate across cultures as they prepare to become leaders in a dynamic world.

Sonoma Academy's Commitment to Diversity: We believe that learning occurs best in a connected community. Diversity, equity, and inclusivity are essential to an education in which all members of our community thrive. We are committed to cultivating a diverse community that is conscious and welcoming of difference, dedicated to investigating and advancing equity, and engages with our local and global community. If you would like to join us in our work, we would welcome your application. As we are deeply committed to having a staffulty (staff and faculty) and student body which reflects the rich diversity within the North Bay, we strongly encourage candidates from BIPOC and/or educators from communities that are historically underrepresented to apply.

Position Overview & Compensation

The Executive Assistant provides high-level administrative and operational support to the CFOO, Director of Teaching & Learning, and Director of External Relations. This position requires exceptional organizational skills, discretion, initiative, and the ability to manage multiple priorities in a dynamic, mission-driven school environment. The ideal candidate thrives on variety, enjoys problem-solving, and contributes to a culture of professionalism, collaboration, and efficiency.

This full time 12-month position pays $33 - $45 per hour (approx.$70,000 – $95,000 per year), commensurate with experience.

Key Responsibilities:

Administrative Support

• Manage complex calendars, schedule meetings, and coordinate logistics for leadership and departmental teams.
• Prepare, proofread, and format correspondence, reports, presentations, and other professional documents.
• Oversee departmental spending, including tracking credit card transactions and coordinating with the Accounting Department.
• Track deadlines, follow-ups, and deliverables to ensure timely completion of key projects.
• Prepare meeting agendas, materials, and minutes; ensure follow-up on action items.
• Handle confidential information with discretion and professionalism.
• Serve as a backup to the Head of School Executive Assistant, including taking minutes at board meetings and providing front desk coverage when needed.

Cross Departmental Coordination

• Act as a connector among administrative, academic, and advancement departments to ensure effective communication and alignment on school-wide initiatives.
• Support planning and execution of major school events, board meetings, and special projects.
• Contribute to process improvements and help build efficient administrative systems and workflows.
• Collaborate with the Calendar Management Group to promote effective scheduling and communication practices.
• Coordinate facility use and rentals, as needed, from inquiry through execution.
• Leader-Specific Responsibilities

Other Responsibilities by department

Finance & Operations (CFOO)

• Prepare and format financial reports, budget materials, and board packet documents.
• Support the CFOO in coordinating the work of the Business Office, Facilities, and Operations teams.
• Assist with committee work (Finance, Safety, Buildings & Grounds, and ad hoc groups), including preparing meeting materials and maintaining records.
• Track budgets, monitor project timelines, and liaise with vendors.
• Serve as backup to the Head of School Executive Assistant for board-related scheduling, documentation, and communications.

Teaching & Learning

• Coordinate scheduling for classroom observations, professional development sessions, and academic meetings.
• Support communications to faculty and staff related to curriculum initiatives, accreditation, and instructional programs.
• Manage documentation for professional development budgets, reimbursements, and reports.

External Relations (Advancement & Admissions)

• Provide administrative support for donor meetings, acknowledgments, and fundraising or community events.
• Maintain accurate donor and constituent records, mailing lists, and correspondence tracking.
• Assist in preparing stewardship reports, campaign materials, and event logistics.
• Support campus and advancement events as needed.

Required Education and Experience:

• Bachelor's degree or equivalent experience required.
• Minimum 3-5 years of administrative experience supporting senior leadership, ideally in an educational or nonprofit setting.

Competencies required:

• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Google Workspace and/or Microsoft Office Suite; experience with databases (e.g., Blackbaud, Raiser's Edge, or similar) preferred.
• High degree of professionalism, discretion, and confidentiality.
• Demonstrated ability to work both independently and collaboratively in a fast-paced environment.

Attributes

• Mission-driven and aligned with the values of an independent school community.
• Proactive, flexible, and resourceful, with a positive, can-do attitude.
• Relationship-oriented and able to collaborate effectively with faculty, staff, families, and external partners.
• Committed to equity, inclusion, and respectful communication in all interactions.

Perks of working at SA:

• Comprehensive benefits package, including 100% paid health, dental, and vision insurance for employees with several plan options to meet individuals' specific needs
• Generous retirement plan contribution of 7% of annual income
• Commitment to professional development, including generously- funded training opportunities and a dedicated "exploratory fund" of $450 annually for learning opportunities unrelated to work
• Healthy and nutritious lunch service offered at no cost to employees during the school year (when on campus and our kitchen operational)
• A professional work environment defined by teamwork, collegiality, trust, agility, and altruism

Work Environment and Physical Requirements:

This position operates in a professional office environment at a private, independent high school. This is a full-time position with occasional evening and weekend work.

• Sit, stand, and walk to various parts of the campus
• Turn, bend, reach and be able to occasionally lift up to 30 lbs.
• Work at a desk and computer screen for extended periods of time.
• Work in a traditional climate-controlled office environment.