The Pegasus School is seeking an Executive Assistant. This individual needs to be highly organized, exercise considerable independent judgment, coordinate the front office and its staff, as well as provide continuous integration with parents, students, vendors and guests to the campus. Additionally, this individual works closely with the Head of School and the Lower School Director by supporting them with their calendars, projects and clerical duties.
The purpose of this job is to oversee internal and external communications for the Head of School and Lower School Director. This individual exercises considerable independent judgement in the execution of correspondence to employees as well as external constituents - board of trustees, parents, alumni, and neighborhood community. This position coordinates and runs the front office; answer inquires for the general public, parents, visitors and other interested parties. Additionally, this position supports the Head of School and the Lower School Director by overseeing their calendars, projects and clerical duties.
Utilize independent judgement when drafting and creating communication materials to be sent by the Head of School and Lower School Director. These communications may be sent to constituents both internally and externally.
Coordinates with the Director of Communications to ensure that all Head of School and Lower School Director communications are consistent with the overall communication objectives for the school.
Prepares and maintains a variety of reports for the Head of Schools use and for dissemination to the Board of Directors, the Executive Council, and other internal and external groups/individuals.
Supports the Head of School, the Board Chair, and Board of Directors/Board Committees by providing administrative support including meeting minutes, various correspondence/memos and Board handbook.
In conjunction with the Director of Communications, communicate with the Pegasus School neighbors about events and activities that may impact the neighborhood. Maintain a neighbor contact list.
Ensures the timely preparation and distribution of materials (e.g. requests, agendas, schedules, notices, resolutions) for meetings.
Creates and distributes approved professional development award letters.
Front Office Management
Oversee front office operations and provide work oversight to Registrar and Purchasing Agent positions. Ensure cross-training of jobs is in place.
Operate electronic entry system and ensure all visitors are registered in the visitor log or possess a parent badge.
Greet and direct visitors with warmth and enthusiasm and determine nature and purpose of visit, and direct or escort them to specific destinations. Provide information about the establishment such as location, employees within the organization or services provided.
Appropriately respond to or transfer incoming calls.
Check and appropriately respond to or forward emails and phone messages.
Keep front desk area clean and orderly.
Serve as backup to the school nurse when the school nurse is off campus. This includes dispensing medications per confirmed written permission slips.
Serve as a member of the office team to participate in all office projects, mailings and events.
Annually coordinate picture day, working with Division Directors to set classroom picture times.
Assist Head of School and Lower School Director through coordination of activities, calendaring and itinerary assistance. Schedules telephone calls, meetings and reserves the conference room as needed.
Assist in organizing various staff functions throughout school year.
Assist in organizing various campus events such as school coffees, PegTalks and information sessions.
In conjunction with Human Resources, maintains employee start dates. Responsible for ordering gifts for years of service, and retirement.
Annually, updates variety of data driven school metrics, including CAIS, NAIS, and Census Bureau data bases, with current administration information.
Summer Camp/Pegasus Prep
Assist with Camp Pegasus program during summer season, including parent mailings, registration, class assignments and billings.
Support the Pegasus prep and sports program including parent mailings, registration, class assignments and billings.
Convey a positive image of The Pegasus School at all times when working with students, parents, employees and the public.
Required – Employee should have a Bachelor’s degree, ideally in English and/or Communications. A minimum of three years experience in executive support role. Competency in Google Docs, and Microsoft Office Suite.
Desirable – Experience of four plus years working in executive support role. Independent school office experience. Master’s degree in English and/or Communications.
Requires highly developed organizational skills, detail-oriented work style and the ability to juggle multiple tasks. Exceptionally strong writing and editing skills; good communication skills. Knowledge of office practices, technology applications and record keeping and reporting systems. Ability to scan, verify, draft, compile, edit and update documents and correspondence quickly and accurately and understand and follow written and verbal instructions. Possess positive attitude and patience with students, parents, faculty, and administrators.
Additional Salary Information: Competitive with local independent schools