The Executive Assistant provides executive level administrative support to the Head of School and facilitates the smooth functioning of the Academy. The Executive Assistant organizes, coordinates, and performs administrative duties requiring independent judgment, discretion, and confidentiality.
Essential Job Duties and Responsibilities
Manage 4 employees in the Main Office including the day and evening receptionists; institute best practices to ensure that the school is well-represented both externally and internally facing; maintain day and evening receptionist schedules
Manage the Head’s calendar and schedule in such a way as to reflect his highest priorities; ensure that the Head is fully briefed and prepared with appropriate materials for meetings and events; field inquiries from and arrange for meetings with parents, alumni and all constituents; arrange all travel; reserve meeting spaces; track meeting attendance as needed; and arrange for refreshments
Prepare and manage reports, briefing materials, correspondence, proposals, and related documents; draft memoranda, announcements, and correspondence for the Head’s review and signature
Manage the Head’s Office budget; submit expense reports; order office supplies; determine technology needs
Triage all mail (electronic and postal) sent to the Head; respond to certain types of mail as his representative
Provide support, including collecting detailed follow-up information, in response to incoming telephone calls and other inquiries for the Head
Oversee inquiries that come into the Main Office and advise on the appropriate response, including providing information and/or referring individuals to other staff members
Provide comprehensive support to the Academy’s Board of Trustees: attend all board meetings, and committee meetings as requested; plan all logistics and materials for trustee meetings; provide support for onboarding new trustees, including updating orientation materials, and ongoing support to ensure that trustees are fully prepared and briefed for board and committee meetings; maintain trustee committee rosters, distribution list and directory.
Participate as an Executive Team member: coordinate with Head to prepare agenda for meetings; track long and short term goals and objectives for the Executive Team; ensure that next steps are assigned to appropriate team members; take and prepare minutes; plan Executive Team retreats
Commencement: working with the Academic Office, prepare commencement activities including all logistics and preparation for graduation speaker; coordinate and prepare awards, prizes, and diplomas
Work with the Business Office with Moulton Award and Service Awards processes
Responsible for maintaining and securing confidential information and files located in or associated with the Head’s Office
Assist Head with arranging special events on campus, including dinners in the Head’s residence (Mansion House); Senior-Faculty dinners, and campus social events; schedule stays in the guest wing in conjunction with the Head’s spouse
Faculty contracts: working in close communication with the Academy’s Business Office, assist Head with drawing up, distributing, and tracking faculty contracts; schedule one on one faculty meetings with Head as necessary
Work closely with Director of Advancement to help prioritize Head’s stewardship and fundraising efforts
Work closely with Office of Marketing and Communications to help draft Head’s communications
Special projects: work with Assistant Head of School to complete the Academy’s accreditation process with NEASC
Other duties and special projects as assigned
Reports to the Head of School
Supervisions of Others
The Executive Assistant will supervise and train the day and evening receptionists, and ensure a high level of professionalism.
The Main Office is a busy work environment in which there is a significant amount of personal interaction
The Executive Assistant must be flexible, enthusiastic, hard-working and responsible
This is a salaried position and must be available to work a minimum of 40 hours a week to complete his or her work
The Academy is a non-smoking campus
Qualifications and Skills Required for the Position
Bachelor’s degree preferred
5-7 years of experience with increasing responsibility
Excellent verbal and written communication skills and the ability to communicate with a broad range of constituents and key stakeholders
Discretion and the ability to handle confidential and sensitive matters appropriately
State-of-the-art computer skills: Google platform; Microsoft Office applications such as Excel, Word and PowerPoint; previous experience using customer relationship management systems like Veracross and Raisers Edge preferred; strong management, negotiation and project management skills
Ability to prioritize and remain flexible and efficient while working in a highly organized fashion
Experience managing a budget
An open and collaborative work style
A positive outlook and a sense of humor
A high level of integrity and a strong work ethic
Successful completion of a criminal records background investigation
About The Governor's Academy
The Governor's Academy is the oldest continuously operating non-sectarian boarding school in the nation. Located in Byfield, Massachusetts, the Academy serves 400 students on a 450 acre campus. The Academy prepares students for successful futures while celebrating the traditions of a long history. Students flourish in a diverse community distinguished by enduring relationships with teachers and defined by a commitment to learning and a thoughtful balance of academics, athletics, arts and service to others.
The faculty and staff at The Governor's Academy constitute a dedicated group of professionals who provide our students with the academic, artistic, athletic and personal challenges and opportunities that can only be offered by a small school with a close-knit community. Most of our faculty members live on campus.
GovsPLUS (Powerful Learners Unlocking Success) is a tuition-free academic enrichment program which partners The Governor’s Academy with motivated 6th, 7th, and 8th grade students from local underserved areas with a goal of helping all students reach their potential in and out of the classroom. GovsPLUS students strengthen academic skills, build self-confidence, and p...articipate in formative service and experiential learning opportunities. The program begins with an in-depth summer experience where students spend mornings in problem solving and communications classes and afternoons engaged in enrichment activities which may include recreational sports, visual and performing arts, or service learning. On Fridays, students, faculty, and staff take field trips to area locations like museums or college campuses. GovsPLUS students continue their relationship with the Academy throughout the academic year with monthly occasions to reconnect and enjoy enrichment activities together including tackling ropes course challenges, creating original art works, and serving the community.