Germantown Academy, located in Fort Washington, Pennsylvania, is seeking qualified, experienced candidates for the position of Executive Assistant to the Head of School, beginning June, 2019. This is a 12-month position which offers an excellent array of benefits and a highly competitive salary. The Academy, founded in 1759, is a non-sectarian, coeducational, college preparatory school of more than 1,100 students in Grades PK-12, located in the northwest suburbs of Philadelphia on a campus of 126 acres.
Candidates must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological and ethnic backgrounds. At Germantown Academy, we are committed to creating a learning environment that is as diverse as the broader, global world of which we are a part. We value this diversity because it makes us a stronger community, enriches our thinking, and helps us to develop our collaborative spirit.
Qualified applicants will meet the following criteria:
Position Summary: Reporting to the Head of School, the Assistant will provide administrative support to the office. The Assistant will be expected to help create a sense of order and good humor in a fast-paced, high-demand work environment that requires discretion, good judgment, strong attention to detail, and the ability to prioritize. The Assistant will provide administrative support in the following areas:
Head of School Responsibilities:
Meet and welcome all visitors to the Head of School’s office. Answer the phone, make appointments, and maintain and update the Head’s calendar.
Assist with cross-divisional One School events when the facilitator does not have administrative assistant support and the Head of School is the key person.
Schedule One School Committee meetings for the year, take the minutes, schedule the meeting space and any technology needs, and make all food and beverage arrangements.
Schedule bi-weekly and monthly meetings for the year with the Head of School and his direct reports.
Make all travel arrangements and create the itinerary for all trips involving the Head of School.
Reconcile credit card purchases and help manage the Head of School’s budget.
Pay particular attention to the All-School calendar and maintain a proactive tickler file to prepare the Head for the next event or phase of school life.
Review all incoming emails when the Head of School is out of the office. Forward to other departments as needed, delete unnecessary emails, respond when able and notify the Head regarding those he or she needs to deal with.
Assist with the creation of PowerPoint (or other Microsoft Office software programs) presentations.
Work with the Assistant to the Chief Operating Officer to facilitate the calendar meetings with the other administrative assistants.
Lead monthly meetings with the assistants to the division heads to ensure each division and the Head of School’s office is appropriately supported during times of high activity.
Board of Trustee Responsibilities:
Schedule the Board of Trustee meetings, take the minutes, maintain the permanent record of the minutes, maintain the trustee website, assist in compiling the Board report, schedule the meeting space and any technology needs, and make all food and beverage arrangements.
Assist the Board subcommittee chairs in their trustee responsibilities.
Serve as the liaison with Board of Trustee Committee Chairs (Governance, Development and Communications, Finance, Investment, and Facilities). Make room reservations and order refreshments for meetings. Post committee meeting minutes on the Trustee web.
Distribute Board contracts annually to individual Board members for signature; store and maintain in file.
Provide support to the Director of Faculty Professional Development with regard to the administration of the following programs: Kast Grants, Endowed Faculty Chairs, End of Year Awards (Distinguished Achievement Awards and Mission Awards), Graduate Study, PAIS Accreditation and Act 48. Prepare the “Good News” PowerPoint presentation for Opening Day.
Provide administrative and logistical support to the Director of Equity and Inclusion.
Record staff attendance in the event of a fire drill.
Assist with all-school special events and projects as requested.
Attend administrative meetings as needed and coordinate administrative retreats.
Coordinate with the Archivist regarding documents and materials that need to be preserved. Provide relevant information to the Archivist.
A minimum of 7-10 years progressive experience in a non-profit or independent school.
Exceptional word processing skills, including a proficiency in all Microsoft Office programs.
Ability to communicate clearly and appropriately, verbally and in writing.
Must be able to write letters, answer emails, and generally assist in written communication occasionally in an effort to ease the correspondence load.
Must demonstrate initiative and understand the need for strict confidentiality in all matters.
Strong organizational skills required.
Knowledge of and/or familiarity with GA community a plus.
Candidates who meet these criteria should apply online at: