The Buckley School values and supports diversity in the workplace and in the classroom.
Executive Assistant to the Head and Assistant Head of School
Responsible for providing full range of administrative and secretarial support to the Head of School and Assistant Head of School. Serve as liaison between the Head of School and all members of the Buckley Community, including students, parents and trustees. Assume responsibility for events and projects as requested by the Head of School and Assistant Head of School. Provide support to the Board of Trustees, including attending Board meetings for the purpose of taking minutes. Demonstrate qualities of personal integrity. Is collaborative, able to work with other staff members to solve problems and improve efficiencies.
For Head of School:
Manage all office operations for the Head of School.
Maintain the Head of School’s and Assistant Head of School’s calendars, scheduling appointments for the Head, Assistant Head and other committee/group meetings as requested.
Arrange and coordinate the Head’s and Assistant Head’s travel schedules and conference registrations.
Develop and/or transcribe business correspondence.
Coordinate campus events associated with the Head of School’s Office, submitting event checklists to Plant Operations, booking caterers, overseeing the smooth-running of events.
Proofread materials emanating from the Head of School’s office.
Establish and maintain relationships with Buckley constituents.
Coordinate itinerary, interview schedules and travel arrangements for recruitment candidates. Responsible for collecting and submitting travel receipts for reimbursement.
Work with Assistant Head to carry out procedures for professional development (PD) and education reimbursement (ER) applications, collecting and maintaining submissions throughout the year, updating the PD/ER grant spreadsheet, communicating instructions with recipients.
For the Board of Trustees:
Provide support to the Board of Trustees, as requested.
Attend all Board meetings for the purpose of recording minutes.
Prepare, distribute and maintain Board minutes, documents and materials, as requested by Board Chair. Maintain official, signed minutes in Board journals.
Collect minutes and materials for Board E-packet and distribute to Trustees and administrators prior to each Board meeting in a timely manner.
Assist Board chair in developing, creating and distributing documents, including the annual Board Calendar, Board Roster, Committee Member Lists and Board policies.
Attend Committee on Trustees (COT) meetings and record minutes. Distribute approved minutes to COT and to the Board.
Supervise, maintain and update the school calendar, interfacing with all division principals, the Director of Plant Operations, Director of Admissions and Director of Advancement. The Director will also preside over the bi-weekly calendar meeting.
For Head of School:
Maintain the highest level of confidentiality with regard to all sensitive correspondence and in all interactions regarding the Head of School’s Office.
Attend senior management meetings and prepare minutes.
Arrange for food, facility set-up and invitations for all faculty/staff gatherings and professional days, including Start-of-School New Faculty Reception and End-of-Year Faculty/Staff Party.
Work with MUS assistant on commencement, handling parking and venue contract and payment.
Maintain department files.
Prepare expense reports for assistant, Head and Assistant Head.
Purchase and handle gifts for end-of-year honorees (years of service recipients, Teachers of the Year, retiring and departing employees).
Order Teacher of the Year and PA Fellowship name plates/plaques.
Direct and purchase winter holiday decorations for Buckley campus.
For the Board of Trustees:
Maintain the highest level of confidentiality with regard to all sensitive correspondence and in all interactions regarding the Board of Trustees.
Notify Committee Chairs of due dates for Board E-packet materials.
Provide signed and approved Board minutes to Business Office for Auditors.
Create event checklists for all Board meetings and Board Committee meetings.
Provide food or snacks for Board and Committee meetings, as required.
Assist in preparing documents for new Trustee Orientation.
Assist in preparing materials, binders and set-up for Board Retreats.
Produce the planners for the 6th grade, 7/8 grades and the upper school.
EDUCATION AND/OR EXPERIENCE
5 years administrative and/or relevant support experience required.
SKILLS AND KNOWLEDGE
Excellent verbal, written communication and proofreading skills.
Highly developed attention to detail.
Excellent organizational, time management, multi-tasking and follow-through skills.
Ability to plan and prioritize.
Knowledge of and proficiency with technology, specifically word processing (Microsoft Office preferred-Word, Excel, Outlook), internet navigation, databases, and email correspondence.
Demonstrated ability to work collaboratively with diverse populations, including students, parents, and faculty.
Flexibility to occasionally work long hours, including attendance at weekend and evening events.
Ability to learn new skills and adapt to changing conditions.
Interested candidates should send their resume and cover letter to Dave Carter, Director of Human Resources, at firstname.lastname@example.org. In the cover letter/email please explain how you have included diversity, equity, and inclusion in your work with students or colleagues.
Additional Salary Information: Full benefits; 2 weeks of vacation + 2 weeks of personal days in addition to winter and spring breaks; 100% match on retirement plan contributions up to 5% of earnings.
About The Buckley School
The Buckley School, a K-12 college preparatory school with 830 students, is one of the most respected independent schools in the Los Angeles. Buckley is known for its unique educational philosophy, the 4-Fold Plan of Education, which melds a whole-child approach with elements of structure, as well as for its warm, intimate educational environment.
The school’s curriculum balances academics, the arts, physical development and moral education. Its creative, personalized approach to education emphasizes high academic standards for all students, and includes traditional touches that develop the character and discipline that unlock students’ full potential.