Job Summary

Reporting to the Head of School and Associate Head of School, the Executive Assistant (EA) provides consistently efficient support to the Head of School, Associate Head of School and the Board of Trustees, anticipates their wide-ranging needs, and serves as their liaison within the school community. The Executive Assistant exercises a high level of responsibility in managing the activities of the Heads of School and the Board of Trustees while anticipating their needs. The EA provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Duties and Responsibilities

Essential Functions and Responsibilities 

1. Manage and maintain schedules for the Head of School and Associate Head of School.
2. Research, draft, and manage the Central Administration and Board of Trustees budgets. Review the monthly General Ledger reports.
3. Reconcile monthly credit card reports  for the Head of School and Associate Head of School. Ensure the accuracy and approval of credit card reports for the Vision Team.
4. Liaise with senior administrators and their staff.
5. Organize trips and special events .
6. Prepare reports, memos, letters, financial statements and other documents; spreadsheet, database, or presentation software.
7. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
8. Manage incoming digital and print correspondence.
9. File and manage digital and print documents, records, and reports for quick access
10. Liaise with other schools and organizations.
11. Greet visitors and determine whether they should be given access to specific individuals.
12. Prepare responses to correspondence containing routine inquiries.
13. Manage special projects as needed.
14. Execute work online when directed and needed to include deliverables: meeting and collaborating online with team members and supervisor(s), fulfilling duties and responsibilities via approved online platforms, meeting assignment goals in a timely fashion, and maintaining a positive online presence in representing the School.
15. Perform other duties as assigned.

Board of Trustees

1. Serve as administrative and recording secretary.
2. Provide logistical support to committee chairs.
3. Distribute board and committee calendars; also monthly meeting packets.
4. Coordinate setup/catering arrangements and attend monthly meetings (6-8pm).
5. Draft monthly meeting minutes for approval by Chair, Secretary, Head of School.
6. File and manage digital and print documents, records, and reports for quick access.
7. Prepare reports, memos, letters and other documents as requested.
8. Maintain updated bylaws, policy manuals, strategic plans.
9. Facilitate nomination/election process with biographies and ballots.
10. Prepare updated binders for the new trustee orientation program.
11. Procure gifts for presentation to retiring trustees at annual dinner.
12. Organize meetings and special events.