Career Center

Carlthorp School seeks an Executive Assistant to the Head of School to begin July 1, 2022. The Executive Assistant to the Head of School works closely with the Head of School and the Leadership Team to provide  critical administrative support and thought partnership. This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented and enjoys working collaboratively in an outstanding academic environment. The Executive Assistant will be forward-facing with members of the community and should enjoy the nuances of interpersonal communication across many constituencies. . 

Critical to the role is an ability to integrate oneself into the happenings of the school in order to ensure that the Head attends all key events and the calendar is maximized to support students, employees, and the institution. The Executive Assistant must be comfortable with a wide range of technology platforms used at Carlthorp. Additionally, the Executive Assistant supports the Board of Trustees with scheduling and other administrative tasks related to their support of the school and supports the schools’ secondary school placement process in both an administrative and advisory capacity. 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. Above all, the Executive Assistant must be highly organized and have the ability to think critically, and offer solutions to problems with a high level of professionalism. The Executive Assistant is a key partner for the Head of School.

Essential Tasks & Responsibilities:

• Support the Head of School in all operational areas 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, faculty, staff, parents, students, and alumnae
• Composes, edits, schedules and distributes  appointment reminders, routine documents, and large-scale presentations for the purpose of communicating information to school personnel, students, parents, the public, and others.
• Manage the Head of School’s calendar by prioritizing a strategic schedule of appointments with good judgment and discretion taking into account the robust day to day school calendar 
• Distribute reminders
• Prepare documents for meetings
• Keep the Head of School on schedule throughout the day

• Coordinate leadership and senior administration meetings and retreats and assist with staff meetings and events as needed.
• Serve as the primary gatekeeper for internal and external constituencies on all matters pertaining to the Head of School, including those of a highly confidential nature.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect Head of Schools style and organization policy.
• Responds to inquiries (including telephone calls) from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

• 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 meeting materials and distribute
• Attend meetings to record minutes
• Manage trustee documents (e.g. conflict of interest, confidentiality agreement)
• Coordinate meeting logistics including room set-up and meals
• Support the secondary school placement process, including:
• Process transcript and record requests
• Organize, edit, and maintain application spreadsheets, recommendations and materials. 
• Compose and share communication to families regarding timeline, tips, and expectations
• Develop and maintain relationships, communication, scheduled meetings with secondary schools
• Maintain accurate and confidential personnel records
• Support the preparation of letters of appointment for new and returning faculty, staff, 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 Graduation and select major school events, including:
• Manage timely creation, proofing, and printing of invitations and programs
• Coordinate event seating set up
• Perform other duties as assigned by the Head of School
• A desire to work in an elementary school atmosphere and an ability to interact with young children

Candidates will be considered through May 20, 2022. 

Interested candidates are asked to visit the school's website at www.carlthorp.org and to e-mail four PDF’s of the items below to resume@carlthorp.org.

An application requires submitting four PDFs: 

• Cover letter introducing yourself to the Carlthorp School search committee 
• CV or résumé 
• A list of four references  (include each person’s name, current organization, title, phone number, email, and past connection to you—though we will not contact any references without obtaining your permission first. Must include your current direct supervisor. ) 
• A work related writing sample 

Qualifications 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 Carlthorp’s mission and values
• High level of computer proficiency; working knowledge of Google apps, Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. Blackbaud proficiency is preferred, but not necessary.
• Demonstrated ability to maintain confidentiality and use discretion
• Professional demeanor, sense of humor, and positive attitude 
• Strong written and oral communications skills
• Excellent organizational skills with a keen eye for detail
• Organized with impeccable follow up skills and the ability to manage multiple competing priorities
• 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

• Ability to think outside of the box with a sense of urgency
• Commitment to excellence - perform duties at the highest level possible on a consistent basis