Executive Assistant at Stella Maris High School

Reports to: Executive Director / Founder
Works Across: Education, Technology, Media & IP
Location: High-availability role
Level: Senior Executive Operations Role

You do not “assist” the Executive Director.

You run the execution on her behalf.

This role exists to function as an Executive Operations Command Center — enforcing follow-through, building systems, tracking leaders, documenting decisions, and protecting the Executive Director from becoming the one who chases staff.

If you are conflict-avoidant, emotionally reactive, or uncomfortable enforcing deadlines with senior people, this role will break you.

CORE PURPOSE OF THE ROLE

To act as an extension of the Executive Director’s authority, ensuring that:

• meetings produce actions
• actions have owners
• owners have deadlines
• deadlines are enforced
• excuses are documented
• execution is tracked
• reports are produced

and the Executive Director is not dragged into operational chaos

PRIMARY MANDATE: EXECUTIVE OPERATIONS ENFORCEMENT

This is non-negotiable.

You are the follow-through engine of the Executive Office.

You will run and maintain:

• executive dashboards
• weekly execution reports
• overdue and risk trackers
• cross-team follow-ups
• leadership scorecards
• onboarding enforcement
• 30 / 60 / 90-day reviews
• policy rollout tracking
• Confluence / Jira documentation hygiene

KEY RESPONSIBILITIES

Executive Calendar, Time & Priority Control

• Own and manage the Executive Director’s calendar with authority
• Schedule and prioritize meetings based on strategic importance
• Prevent overload, fragmentation, and unnecessary interruptions
• Ensure the Executive Director is fully briefed ahead of engagements
• Protect founder time aggressively and intelligently

Meetings → Decisions → Execution

• Prepare agendas, briefing notes, and materials
• Ensure meetings end with:
  • decisions
  • owners
  • deadlines
  • documentation
• Track action items relentlessly until closure
• Maintain clean, accurate executive records

Systems & Process Building (Not Note-Taking)

Your life theme here is building systems to replace memory and people.

You will:

• turn chaos into SOPs
• turn meetings into documented systems
• turn ideas into frameworks
• turn instructions into trackers
• turn recurring problems into processes

You must naturally think in:

• workflows
• templates
• checklists
• dashboards
• charters
• KPIs

Multi-Business Integration

The Executive Director runs an ecosystem, not a single entity.

You will coordinate execution across:

• Stella Maris Schools (school operations)
• MyStar Technology ecosystem
• HR & Executive Office
• Media & IP arms (e.g. Naija Kids, Xandria)
• External vendors and consultants
• Board-level and executive documentation

You will track cross-business dependencies and ensure one arm is not silently sabotaging another.

Psychological Strength & Professional Discipline

This environment includes:

• senior leadership
• strong personalities
• underperformers
• family and power dynamics
• vendors who test boundaries

You must:

• remain calm under pressure
• avoid gossip and emotional alliances
• not personalize tension
• not fear senior people
• not be impressed by titles

REQUIRED EXPERIENCE & BACKGROUND

This role is only suitable for someone with:

1. strong operations, project, or program management experience
2. exposure to senior leadership or founders
3. obsession with follow-through and documentation
4. confidence enforcing deadlines
5. high systems literacy
6. ability to manage multiple complex workstreams

Strong-fit backgrounds include:

• operations management
• consulting
• program or project management
• startup operations
• executive operations roles

NON-NEGOTIABLES

1. Must be comfortable holding staff accountable
2. Must document everything
3. Must work confidently with tools like Confluence, Jira, dashboards, trackers
4. Must operate without daily instructions
5. Must think in systems, not tasks
6. Must represent executive authority
7. Must produce weekly executive execution reports