The Special Assistant, President’s Office serves as the internal and external face of the President’s Office ensuring accurate and timely communications, a welcoming atmosphere, and efficient workflow to drive the office’s priorities. The Special Assistant ensures that the President’s Office thought pieces are well-researched and accurate, communications are timely, and that the president’s schedule is planned and optimized to support the priorities of the organization. The Special Assistant also manages all NAIS board meetings and communications with trustees, including board special initiatives such as strategic planning, ensuring that the board has the support needed to perform its fiduciary, strategic, and generative roles and responsibilities. The Special Assistant also sets up systems for managing the President and COO
Key Responsibilities Include:
Providing overall support to the president and the chief operating officer in ensuring a healthy, engaged office culture, acting as a bridge for smooth communication between the President's Office and internal teams and all members and customers.
Managing all NAIS board meetings; maintaining communications with all current and past trustees, as needed. Serving as a key support to the NAIS Board on all special initiatives such as strategic planning and the annual call for trustees. Managing the board website to ensure timely and accurate documentation.
Providing leadership to build relationships crucial to the success of the organization, particularly with donors and partner organizations, and managing a variety of special projects for the President and COO.
Research and Writing
Conducting research for and writing outlines and/or first drafts for presentations, articles, blogs, and speeches.
Reading industry publications to identify timely trends and issues to be highlighted in organizational thought-leadership pieces.
Drafting correspondence, some of which is of a sensitive nature.
Drafting board minutes and occasional reports for the board of trustees.
Setting up systems to ensure efficient workflow within the Office of the President.
Completing a broad variety of administrative tasks including managing a calendar of appointments; completing expense reports; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Coordinating leadership meetings and retreats.
Building and managing the President’s Office budget.
Assuming other responsibilities as assigned.
Planning and Organizing - Ability to develop ideas into plans of action and to coordinate the actions through implementation
Fostering communication - Listens and communicates openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus. Speaks confidently and sends clear messages that are easily understood. Knows how to employ oral and written skills to convey a positive message.
Ethics and Integrity - Earns others’ trust and respect through consistent honesty and professionalism in all interactions. Avoids situations and actions considered inappropriate or which present a conflict of interest. Does not misrepresent self or use position or authority for personal gain
Thoroughness - Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for board meetings, and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
Privacy and Confidentiality - Ensure appropriate confidentiality when information is released to others Additionally, the Executive Assistant shall not discuss confidential matters in public or semipublic areas.
Judgment and decision-making ability - Refer issues to the appropriate authority when necessary
Teamwork and cultural competence - Promotes cooperation and commitment within the team; seeks input from others, helps others achieve goals and deliverables, and shows consideration for and respect for individual differences. Actively listens, demonstrating a high level of empathy, and using effective engagement skills to help create a welcoming environment and establish the appreciation of similarities and differences among cultures.
Attention to detail - Works in a conscientious, consistent, and thorough manner.
The Ideal Candidate Will Have:
Minimum of 3-5 years of experience providing executive and high-level administrative support, including budget management experience, scheduling, and conducting research
Minimum of two years’ experience in communications strongly preferred
Associate’s degree or above in a related field (such as office administration, communications, or business administration) or an equivalent level of related work experience
Excellent customer service skills
Strong interpersonal, oral, written, and analytical communication skills
Proven orientation to detail and accuracy
Outstanding project management skills, with the ability to handle multiple activities simultaneously
Ability to work efficiently, independently and as part of a team; to communicate regularly; and meet deadlines in a fast paced environment
Proficiency in Microsoft Office (Word, Excel, Access, and PowerPoint), and online learning platforms and tools
Effective organizational, multi-tasking, and prioritizing skills
Internal Number: (1907SPEC)
The National Association of Independent Schools (NAIS) is a nonprofit membership association that provides services to more than 1,800 schools and associations of schools in the United States and abroad, including 1,500 independent private K-12 schools in the U.S. NAIS serves as the national voice of independent education, advocating on behalf of its members. The association offers research and trend analysis, leadership and governance guidance, and professional development opportunities for school and board leaders.
The National Association of Independent Schools (NAIS) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, personal appearance, marital status, family responsibilities, political affiliation, matriculation, or status as a covered veteran in accordance with applicable federal, state and local laws.