Career Center

The Executive Assistant to the Head of School works closely with the Head of School and the Leadership Team to provide crucial administrative support and thought partnership for a dynamic and growing independent school.

This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented and enjoys working collaboratively in a fast-paced environment. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies.

Critical to the role is an ability to integrate oneself into the daily activities and events of the school in order to ensure that the Head attends all key events and that the calendar is maximized to support students, employees, and the institution. 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.

Additionally, the Executive Assistant supports the Board of Trustees with scheduling and other administrative tasks related to their support of the school. 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.

PRIMARY RESPONSIBILITIES

• Serve as a welcoming and effective representative of the Head of School’s office.
• Support the Head of School in all operational and academic areas to ensure the continued smooth operation of the school.
• Serve as a critical conduit of information between the Head of School and trustees,
  faculty, staff, parents, students, and alumni.
• 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.
• Assist the Head of School with email correspondence, managing and responding to appropriate outreaches on behalf of the Head.
• Composes, edits, and distributes routine documents, correspondence, and large-scale presentations to facilitate communication of 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.
• Keep the Head of School on schedule throughout the day including scheduling meetings, distributing reminders, and preparing documents for meetings.
• Coordinate board and leadership meetings, and retreats, and assist with staff meetings and events as needed.
• Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect Head of Schools style and organization policy.
• Respond to inquiries 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
  maintaining an accurate directory of addresses and committee assignments
• Supporting new trustee onboarding
• Assemble and distribute board meeting materials
• Attending meetings to record minutes
• Managing trustee documents (e.g. conflict of interest, confidentiality agreement)
• Coordinate meeting logistics including room set-up and meals
• Assist with maintaining accurate and confidential personnel records.
• Support the preparation of materials for new and returning faculty, staff, and
  administrators.
• 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.
• Work with the Business Office to track, maintain, and reconcile credit card and budget reports.
• Assist with preparations for select major school events.

• 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
• High level of computer proficiency; working knowledge of Google Suite, Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. School database 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
• 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
• Prior experience as an administrative assistant to a high-level executive is preferred
• Bachelor’s degree preferred, but not required