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Job Details

Executive Administrative Assistant

Company name
Mighty Oak Academy

Louisville, KY, United States

Employment Type

Education, Administrative

Posted on
Jun 01, 2022


Executive Administrative Assistant

At Mighty Oak Academy


Portland, Louisville, KY




Mighty Oak Academy is a new community private school that is seeking to build a new educational model that focuses on the whole child.  We want to bring together all the adults in a child’s life, including families, educators, and health providers to help them become the best version of themselves.  As a part of Love City Inc. love is a foundational core belief for all our students, families, and educators.  We believe that if we can teach children to love themselves and their neighbors, they can change their futures and the world.


Our approach has three basic beliefs: 


  • We focus on Social Emotional Learning. We seek a trauma informed approach to education, helping our students and their families’ overcome challenges based on their surroundings and family history.
  • We partner with families.  We seek to work with our families to build a health community around our students and help them dream and achieve their own goals.
  • We prepare students for their success.  We believe the definition of success is unique for each individual and we aim to equip our students with knowledge to achieve their success, exposing them to a variety of activities and learning to spark their creativity and dreams.


Mighty Oak Academy opened in January 2021 in the old Mackin building in the Portland neighborhood of Louisville Kentucky with 27 students grades K – 8.  This fall we expect to welcome 80 students throughout those same grades. We are actively seeking accreditation to add high school in the next couple of years. 




The Portland neighborhood is located on the west side of downtown Louisville.  It is one of the oldest neighborhoods in the city.  Community and family run deep in the neighborhood with many families living here for generations.  Our families are highly involved in the school.  There is also a volunteer requirement for our parents as part of their agreement for students to attend Mighty Oak.  The demographics of the neighborhood show a diverse population of 63% white and 37% African American.  While 40% of the neighborhood lives below the federal poverty line, the community in Portland is strong with people looking out for each other and helping where they can.  Mighty Oak Academy is in the historic Mackin building on 26th St. 



The Executive Administrative Assistant  is responsible for the smooth and effective functioning of day-to-day operations of Mighty Oak Academy K – 8th grade. This position will be responsible for the efficient running of a variety of school office spaces, facilities, and materials organization. The Executive Administrative Assistant will play a critical role in the daily functioning of the school site that will allow the administration, educators, and support teams to remain focused on family and student education and wellness.  This position will report to the School Administrator and will be a part of the Administration team.



  • Answering phones calls and taking messages
  • Welcoming all visitors and interacting with them
  • Managing scheduling and appointments for School Administrator, this includes but is not limited to, scheduling new student assessment interviews, scheduling administrative team meetings, and organizing team building events for MOA staff.
  • Arranging meetings and other events
  • Managing mail/fax communications
  • Managing traditional paper and/or electronic filing systems
  • Performing basic bookkeeping/clerical duties
  • Preparing and/or editing documents, such as expense reports, memos and invoices
  • Creating spreadsheets, managing databases, preparing presentations
  • Order necessary office supplies
  • Managing corporate stock rooms and/or libraries
  • Managing videoconferencing, fax communications and office equipment
  • Reviewing incoming documents
  • Conducting research
  • Training and/or supervising clerical workers
  • Training, and supervising parent volunteers
  • Maintaining the parent volunteer database and ensuring required parent volunteer hours are met.
  • Coordinating with the Communications Marketing Manager volunteer opportunities for parents.
  • Keeping parent volunteers informed about the organization and volunteer opportunities.
  • Matching parent volunteers to opportunities that suit their skill sets, and ensuring they understand their responsibilities and receive the proper training.
  • Organizing training and leading on-the-job training.
  • Keeping schedules and records of parent volunteers' work.



  • Associates Degree in Business, Office Administration, or Education
  • At least one year of experience working in as an assistant to leaders of organizations.
  • Excellent written and verbal communication skills
  • Time-management skills
  • Ability to pay attention to detail
  • Organization skills
  • Ability to multitask
  • Basic understanding of frequently used computer software and programs, such as Microsoft Office
  • You have practiced habits of organization and project management, and can quickly move back and forth between the 30,000 foot and on-the-ground levels.
  • You have a “can do” attitude and are willing to be flexible to meet the needs of families and the program.
  • You have the ability to coordinate with different stakeholders
  • You can juggle multiple priorities and take pride in consistently meeting deadlines.
  • You are a natural problem solver, fixer and finder of resources; when the going gets tough, you are calm under pressure and show excellent judgment.
  • You have the ability to motivate peers and colleagues to get things done - with or without the leadership title.
  • You are extremely self-aware and self motivated, and have a strong desire to learn.
  • You are comfortable in ambiguity and environments that change rapidly.


A Plus if…  

  • You have ties to or live in the Portland or West End Louisville neighborhoods





The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand, walk, sit, and reach with hands and arms. We are located in an old three-story building with no elevator.  The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is moderate to high.



Company info

Mighty Oak Academy

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