Soundview Preparatory School is seeking qualified, experienced candidates for the position of Executive Assistant to the Head of School, beginning July 1st, 2019. This is a 12-month position which offers an excellent array of benefits and a highly competitive salary. Soundview Prep is a co-educational, independent day school located in Yorktown Heights, NY.
Position Summary: Reporting to the Head of School, the Assistant will provide administrative support to the Head’s office and be a key player in the daily life of the school. The Assistant will be expected to help create a sense of order and good humor in a fast-paced work environment that requires discretion, good judgment, strong attention to detail, and the ability to prioritize. 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.
This role is accessible, approachable, and welcoming to everyone who come to Soundview, and must manage confidential situations with discretion, respect, and sensitivity. In many ways, the Executive Assistant to the Head is the central point of contact for the entire school community. Soundview seeks candidates willing to embody the values of the school and is excited about being in a warm, supportive environment. A can-do attitude and a desire to solve unexpected problems that arise will serve this candidate well.
The Assistant will provide administrative support in the following areas:
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 school events, coordinating not just with the Head of School, but also the Parents Association and any other faculty or students involved with the event.
Schedule Board of Trustee meetings for the year, take the minutes, schedule the meeting space and any technology needs, assist in creation of meeting materials, and make all food and beverage arrangements.
Schedule senior team meetings for the year with the Head of School and his direct reports.
Make all travel arrangements involving the Head of School.
Reconcile credit card purchases and facilitate expense tracking (of Head’s activities) for the Business Manager.
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.
Assist the Head of School and the Director of Admissions in all-school mailings, admissions office mailings, and weekly emails to the Parent Community.
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 presentations made by the Head.
Work with faculty and students to assist in various ad-hoc trouble-shooting situations.
Work using the NAIS Guidelines of Professional Practice for Executive Assistants to the Head of School.
Soundview is an equal opportunity employer. We will not discriminate in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.