Hiba Academy Bay Area is seeking an experienced Executive Assistant and School Office Manager to provide effective and confidential support to the Head of School and other members of the Senior Leadership Team and oversee the smooth running of the School Office once the school is open. This role will work closely alongside the Head of School (as well as the Director of Enrolment Management, Director of Finance & Operations and Deputy Head) to support preparation for a successful school opening in Fall 2026. By nature, this role will require significant flexibility and adaptability. The successful candidate will be expected to lead and maintain a professional and efficient front office that models the values and quality commensurate with the vision and values of this elite school. The role will project a warm, confident and professional image through in-person, online and telephone interaction, independently performing complex and diverse administrative duties under the general guidance of the Head of School.
Day to day responsibilities will include interacting with both internal and external stakeholders – including parents - and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment. The role requires exceptional communication skills and candidates must be highly motivated, organized and able to work under pressure to manage multiple priorities and longer term projects as well as exceptional interpersonal skills. A high level of proficiency in MS Office is essential.
This role will be pivotal in acting as the ‘face’ of the school alongside the Head of School and Senior Leadership team, as such the successful candidate will be expected to fully immerse themselves in all aspects of school life and the community which will entail out of hours working including evenings and weekends at times.

KEY RESPONSIBILITIES

Duties will include those outlined below and any other tasks that may reasonably be required by the Head of School to ensure the smooth operation of the school:
Executive support to the Head of School (HOS) and Senior Leadership (SLT)
1. Provide efficient, proactive and high-quality administrative support to the HOS and other SLT members during the preparation year as required
2. Proactive diary management, arranging appointments and meetings for the HOS
3. Responsible for organizing travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses post travel for HOS/SLT and other business visitors in relation to the start-up project.
4. Support HOS with day-to-day logistical needs including IT support, general admin, phone, membership subscriptions and anything else reasonably required to ensure HOS is relieved to focus on strategic matters
5. Be responsible for collating information, documents, data and preparing presentations and reports for the Board, Central Office or others as required by the HOS or other Senior Directors
6. Prepare documentation for different inspection and accreditation visits, as directed by the HOS or other senior leader overseeing this area
7. Act as Secretary for senior meetings as and when required by the HOS, including preparing meeting agendas, collating papers, creating ppts, communicating meeting reminders, confirming venues, arranging refreshments as well as creating and distributing comprehensive minutes and action points to all members post meeting (including weekly SLT meeting and Board meetings etc.)
8. Monitor and respond to incoming communications to HOS office including phone calls, emails and walk ins.
9. Coordinate annual updates to school handbooks and policies as and when required, (with the exception of HR Policies with sit with the HR department)
10. Responsible for organizing internal and external meetings on behalf of Senior Leadership ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
11. Use the school finance system in accordance with the school financial regulations and policies to place purchase orders and seek approval for payment
12. Keep safe record and use appropriately the school credit card or travel cards for business purposes in line with the school financial regulations and policies
13. Assist with the preparation and production of school master/unified calendar
14. Ensure essential information and updates are communicated to relevant stakeholders as requested by HOS or other Senior Leaders
15. Undertaking such other duties of a similar nature as required by the HOS
School Office Management
1. Maintain and /or oversee accurate and efficient school record-keeping in relation to parents, students and staff including attendance, absence or other data and recording as required by the HOS
2. Monitor the office supply inventory, ensuring on time ordering of supplies and that office is suitably supplied and equipped, in line with budget and prudent inventory management
3. Source preferential local corporate rates and vendors e.g. business hotels, car hire, office supplies
4. Arrange and organise school activities and events as appropriate
5. Contribute towards the planning, development and organisation of school and support service systems, procedures and policies
6. Receive visitors, ensuring a warm and professional welcome. Ensure visitors to school adhere to all safety and Child Protection procedures, provide hospitality as required
7. Provide advice and guidance to staff on administrative issues
8. Assist with implementation and coordination of emergency procedures as required by Director of Finance & Operations
9. Have full line management/supervisory responsibility for the school reception team, and in future any additional administration staff including responsibility for recruitment, appraisals, performance management and the continuing training and development of front office and admin staff.

DURING THE FOUNDING YEAR BEFORE SCHOOL OPENING THERE MAY BE SOME FLEXIBILITY TO WORK A HYBRID SCHEDULE ON AGREEMENT WITH THE HOS. FOR THE PURPOSES OF CLARITY, ONCE THE SCHOOL OPENS THIS IS AN 100% ON-SITE ROLE.

For the full job description, visit https://bayareablob.hibaacademy.org/data/2025/08/Hiba-Academy-JD-EA-to-HOS-and-Office-Manager-final.pdf.
Job Type: Full-time
Pay: $115,000.00 - $125,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Work Location: In perso