Project Executive Jobs in Utah

Company Overview

Spectrum Academy is a premier Charter School that specializes in working with students with Autism Spectrum Disorder. Approximately 80% of our student body receives Special Education services.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative & Project Assistant to support school leadership, board operations, compliance initiatives, and strategic projects. This role serves as a key partner in ensuring the smooth operation of administrative functions, effective communication, project tracking, and organizational compliance throughout the school year.

The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, and is committed to maintaining exceptional organization, professionalism, confidentiality, and follow-through.

Key Responsibilities

Administrative Support

Calendar Management

• Manage executive calendars.
• Schedule meetings, interviews, coordinate logistics, and send reminders.
• Protect leadership time by prioritizing requests and managing scheduling conflicts.

Email Management & Communication

• Monitor and triage incoming communications.
• Flag urgent matters and prioritize responses.
• Draft professional correspondence and assist with communication management.

Document Preparation

• Create, edit, format, and distribute reports, policies, board materials, memos, newsletters, presentations, and other organizational documents.
• Ensure consistency, accuracy, and professionalism across all materials.

Meeting Coordination

• Schedule meetings and coordinate logistics.
• Prepare agendas and supporting materials.
• Record meeting minutes and track follow-up action items.
• Ensure accountability by monitoring completion of assigned tasks.

Records Management & Organization

• Maintain organized digital and physical filing systems.
• Manage shared drives and ensure documents are properly categorized and accessible.
• Establish and maintain school-year organizational structures for records and resources.

Project Management & Strategic Support

Task & Initiative Tracking

• Monitor and support school initiatives, strategic goals, compliance requirements, and operational projects.
• Track deadlines, deliverables, and progress across departments.
• Maintain due-date documentation and accountability systems.

Standard Operating Procedures (SOPs)

• Assist with documenting and maintaining Standard Operating Procedures.
• Ensure recurring tasks and compliance requirements are calendared and monitored.

Board Governance Support

• Coordinate board meeting preparation and logistics.
• Collect, organize, and distribute board materials and reports.
• Follow up with staff members regarding submission deadlines.
• Attend board meetings and provide administrative support during meetings.

Compliance & Regulatory Monitoring

• Maintain updated versions of all board-approved policies and track policy deadlines.
• Track and monitor compliance, audit, and reporting deadlines.
• Ensure all required tasks are calendared, completed, and documented on time.

Qualifications Required

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Office and Google Workspace.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy.
• In-depth knowledge of FERPA and confidentiality laws.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience supporting executives, boards, or senior leadership teams.
• Ability to reliably travel between multiple locations to effectively fulfill responsibilities as listed and assigned.

Preferred

• Experience in K-12 education, charter schools, or nonprofit organizations.
• Knowledge of board governance and compliance requirements.
• Project management experience.
• Familiarity with Utah education compliance and reporting systems.

Key Competencies

• Professionalism and confidentiality
• Organization and planning
• Professional communication
• Initiative and problem-solving
• Project coordination
• Follow-through and accountability
• Attention to detail
• Collaboration and relationship building

Work Environment

This position requires regular interaction with school leadership, board members, staff, and external partners. The successful candidate will demonstrate professionalism, discretion, adaptability, and a commitment to supporting the school's mission and goals.

Education: (Transcripts required before formal offer given):

• HS Diploma, or equivalent, required

Location: Finance Office in North Salt Lake, Spectrum Academy campus in North Salt Lake and Pleasant Grove

Reports to: Executive Director

Salary: Starting at $ 32,438; salary depending on previous relevant office/support experience

Job Type: Full-time (Hourly 37.5 hrs/week)

Benefits offered to FT Employees include the options for Medical, Dental, Vision and other optional benefits: Life, Short-Term Disability, Accident, Critical, Flexible Spending Account, Dependent Care Assistance Program, as well as PTO.

DISCLAIMER: Spectrum Academy will require and follow-up on references and will require each candidate to pass a background check(s).

Please note any employee hired for the vacant position must be able to perform the essential job functions as outlined above. When possible, and if requested, reasonable accommodations that do not place undue hardship on the employer will be made to enable employees with disabilities to perform the essential functions of their job.

Job Type: Full-time

Pay: From $31,688.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person