Details
Posted: 30-Mar-22
Location: Tarrytown, New York
Type: Full Time
Preferred Education: 4 Year Degree
Salary: Competitive
Categories:
Other
Hackley School seeks an experienced administrative professional to join the Head of School’s Office, with an anticipated start date of July 1, 2022.
The Executive Assistant to the Head of School is a full-time, salaried, benefits-eligible staff position that provides critical administrative support to the Head of School and Board of Trustees, by learning and leveraging institutional resources and systems to ensure that the Head and Board can operate effectively and efficiently in their leadership roles. The Executive Assistant must develop strong, trusting relationships across with community members, while also cultivating an appreciation for and understanding of Hackley’s unique culture. By learning about all facets of school and Board operations, the Executive Assistant to the Head of School can carry out and anticipate responsibilities. The Executive Assistant is a key partner for the Head of School to ensure that the Head’s time is spent most productively working with and on behalf of students, employees, and the institution, and to that end, the Executive Assistant must quickly learn and successfully utilize a range of technology platforms in use at Hackley. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment as integral characteristics to the role.
To apply for this position, please click here for more information.
Reporting Structure
The Executive Assistant to the Head of School reports directly to the Head of School.
Specific Responsibilities
- Support the Head of School in all operational areas, and, as requested by the Head of School, lend administrative support to members of Leadership Team to ensure the continued smooth operation of the school
- Serve as a critical conduit of information to and from the Head of School and trustees, alumnae, faculty, staff, parents, and students
- Manage the Head of School’s calendar by prioritizing an active, dynamic schedule of appointments with good judgment and discretion
- Prepare documents for meetings
- Keep the Head of School on schedule throughout the day
- Support the Head of School’s work with the Board of Trustees, including:
- Maintain an accurate directory of addresses and committee assignments
- Support new trustee onboarding
- Assemble board materials and publish to the Board portal
- Attend Regular and Executive Session meetings to record minutes
- Manage trustee documents (e.g. conflict of interest, confidentiality agreement)
- Maintain accurate and confidential personnel records
- Oversee the preparation of letters of appointment for new and returning faculty, staff, and administrators
- Maintain attendance records for faculty and administrators.
- Serve as a welcoming and effective representative of the Head of School’s office
- Draft, proofread, and format documents and occasionally prepare correspondence for the Head of School’s signature
- Coordinate travel, hotel, and conference registrations for the Head of School, and as directed, for Leadership Team members and prospective hires
- Track, maintain, and reconcile credit card and budget reports
- Assist with preparations for Commencement and Class Day ceremonies and attendant duties, including:
- Manage timely creation, proofing, and printing of invitations and programs
- Coordinate record of award recipients and event seating set up
- Generate letters to families with accolades for Class Day winners
- Coordinate and assist with Cum Laude Society induction ceremony, including production of letters, certificates, programs, and travel arrangements/lodging as needed for speaker
- Maintain and manage adequate office supplies
- Perform other duties as assigned by the Head of School
About Hackley School:
Hackley is an Equal Opportunity Employer, intentionally committed to fostering a diverse, equitable, and inclusive community. We welcome candidates representing a full spectrum of race, ability, gender, national origin, religion, and sexual orientation. A Hackley education embraces both the open exchange of ideas and learning from varying perspectives, inclusive of the beliefs and identities reflected within the community. Qualifications for employment include a demonstrated commitment to these principles.
Hackley is a nonsectarian coeducational K-12 independent school located in Tarrytown, NY, 20 miles north of New York City on the Hudson River. Founded as a boarding school in 1899, Hackley enrolls around 840 students in grades Kindergarten through Grade 12, including approximately 30 five-day boarding students in Grades 9 -12. With over 40% of our faculty residing in school housing, Hackley combines the community cohesion of a boarding school with the stimulation of a day school, all in close proximity to one of the great cities of the world.
Minimum Requirements and Competencies
- Bachelor’s degree preferred, but not required
- Prior experience as an administrative assistant to a high-level executive is preferred
- Appreciation for and commitment to Hackley’s mission and values
- Strong command of Word, Excel, and Google products, as well as interest and ability to learn new technology platforms and systems
- Demonstrated ability to maintain confidentiality and to understand intuitively what information must remain confidential
- Professional demeanor, sense of humor, and positive attitude
- Strong written and oral communications skills
- Excellent organizational skills with a keen eye for detail
- Flexible, responsible, and resourceful, with strong time-management skills
- Ability to work independently and creatively within established guidelines
- Maintain a proactive approach to anticipating the needs of the head of school
- Collaborate with colleagues and constituencies from across the school community
- Ability to prioritize competing responsibilities to meet deadlines
- Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously
- Ability to occasionally work outside of the workday or work week for board meetings and special programs and events is required