Executive Assistant to Head of School Job Description
Woodlynde School welcomes and serves students who learn differently and empowers them to become strategic thinkers and self-advocates in a challenging and supportive college preparatory environment.
Founded in 1976 and located in suburban Philadelphia, Woodlynde is a nationally recognized independent, coeducational school serving students in grades K-12 with language- or math-based learning differences, executive function challenges, ADHD, auditory processing disorder, or a need for a small classroom environment.
The Executive Assistant (EA) directly supports the Head of School (HoS) and Board of Trustees; provides ancillary support of the school Leadership Team; and manages the school receptionist and building substitutes. The EA is responsible for the creation and management of a strategic, effective, respectful, and compassionate workplace that is essential to the effective functioning of the school. Excellent verbal and written communication skills, project management, accuracy, and confidentiality are essential EA qualities. This senior administrative support role is an excellent opportunity to work within a fast-paced and rewarding environment at a school that each day transforms lives. This is a full-time, 12-month position that reports to the Head of School.
Key Responsibilities Include:
Managing an active calendar for the HoS and Board of Trustees.
Ensuring the HoS is prepared, informed, and on time for appointments, including making all necessary reservations and/or travel arrangements.
Aiding in the accurate creation and/or dissemination of communications as needed by the HoS and Board of Trustees, including schedules; presentations; meeting agendas, notes, and reports; survey/questionnaires; data sets; and parent mailings.
Take notes at Board meetings.
Coordination of daily faculty substitute assignments.
Hands-on management of the school’s student/faculty database, including ensuring incoming students, families, and faculty are entered; maintaining official student and faculty/staff records and overseeing the accuracy of the same in the database; pulling reports as needed; working with Blackbaud to trouble shoot issues as they arise.
Manage annual summer mailing to families, faculty, and staff
Produce the digital family directory
HR record-keeping for the HoS’s Office, including collecting letters of agreement for current employees; receiving and directing all new applications-for -employment; and maintaining the HoS’s peronnel files.
Maintaining the permanent records for the Board of Trustees.
Working closely with the office of Advancement to support the HoS’s fund- and friend-raising responsibilities.
Working closely with the Business Office to ensure accurate expense tracking for the HoS account.
Organizing annual HoS or Leadership Team hosted events, including faculty / staff parties, teacher appreciation week, and administrative
Representing the HoS’s office to all community members and visitors to campus.
Arranging for gifts in honor / memory of others on behalf of the HoS.
Assist or lead special projects as
Commitment to professional development to continually advance skills.
Other responsibilities as
This is a full-time contract position, with benefits, beginning July 1, 2019 or earlier based on availability.
Interested applicants should send their cover letter, resume and application to Zacca@woodlynde.org
Applications are found at www.woodlynde.org/employment
All qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.
5+ years of high-level administrative support / support management experience.
Advanced digital skills in Blackbaud (or familiarity with comparable databases), Microsoft Suite, and Google Suite.
Superior project management skills and ability to work
Excellent written and verbal skills, with accuracy in all communications.
Maintain confidentiality of all
School background preferred.
Ability to thrive in a fast-paced, dynamic, and community-centered
Experience in providing outstanding customer
Strong listening and interpersonal skills to meet the needs of a diverse
Proficiency in web applications such as Doodle, SurveyMonkey, YouTube, Evernote, Trello, or other technology used to communicate and organize.
Ability to evaluate and update systems to ensure greatest efficiency.
A sense of humor, flexibility, and appreciation for the daily life of
A team player and
Additional Salary Information: based on experience