Executive Assistant to the Head of School 

IndySchool Consultancy has been retained to lead this search for the school.  For more information or to apply, please contact Tim Viands, President of IndySchool Consultancy, at tim@indyschoolconsultancy.com

The Bryn Mawr School, an independent, all-girls PK - 12th grade school with a coed early childhood program, is searching for a dynamic, growth minded, full time Executive Assistant to the Head of School to begin November, 2024.

Position Description

 The Executive Assistant to the Head of School manages the Head of School office and provides comprehensive support to the Head and Board of Trustees. The Executive Assistant acts as a thought partner and trusted ally to the Head and has strong relationships with every division and department of the school, keeping lines of communication strong between the Head and all constituents, providing hospitality to all guests and creating a welcoming environment in the Head’s Office. This dynamic position requires the ability to anticipate needs, manage multiple priorities, think critically, and offer solutions to problems with a high level of professionalism and confidentiality to support the mission and operations of the school. The Executive Assistant understands and embodies the mission of the school, plays a critical role in supporting the work of the Head, and is an approachable and welcoming ambassador for the Head and Board of Trustees. 

PRIMARY RESPONSIBILITIES

 Serve as the primary point of contact on all matters pertaining to the Head of School, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, balancing access to the Head while protecting the Head’s time, exercising judgment to reflect Head’s style and organization policy. Coordinate the Head’s outreach activities. Follow up on contacts made by the Head to cultivate ongoing relationships. 

Provide a bridge for smooth communication between the Head and staff, demonstrating leadership to maintain credibility, trust, and support. Complete projects in partnership with appropriate staff, including the Senior Staff, on behalf of the Head.

Maintain up to date knowledge and proactively provide calendar and communication management for the Head of School and Associate Head, prioritizing inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Act as a liaison and provide support to the Board of Trustees and Board Chair. Proactively arrange and handle all logistics for Board/Board committee meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Collaborate and assist the Board Chair with meeting management and communication with Trustees. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

Complete a broad variety of administrative tasks that facilitate the Head’s ability to effectively lead the organization, including assisting with short and long term goals, special projects, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.

Work closely with the Head of School to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Head updated. Anticipate the Head’s needs in advance of meetings, conferences, etc.

 Coordinate all Administrative meetings and retreats for the Head’s Office. Schedule group meetings and appointments for the Head of School and Associate Head of School.  Assist with communication, technology, agendae and logistics support of events as needed. Schedule campus visits for faculty candidates and make appropriate travel/hotel arrangements related to those visits. 

 Manage the School’s master calendar, working with all divisions and departments to ensure an event schedule that balances the priorities and needs of multiple constituents.  Provide event management support as requested.

Support event planning as needed, coordinating with Operations, ordering recognition gifts, catering, flowers and logistics. 

Oversee and manage the Head of School and Board budgets, filing expense reports, authorizing expenditures and anticipating financial needs of the office.

We welcome the perspectives and experience of people from diverse backgrounds and consider a diverse faculty and staff essential to a thriving educational environment. The School is eager to accept applications from individuals who are excited to support an inclusive and warm learning community for students from a wide array of backgrounds and experiences.

SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS:

• A minimum of three years of executive support experience, school or nonprofit board experience is highly preferred.

• Bachelor’s degree

• Expert proficiency with various technology applications, for example, Google products,  Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials, Zoom calls, Owl cameras, Microsoft Teams, etc. 

• High level verbal and written communication skills.

• Exceptional organizational skills and impeccable attention to detail.

• Flexibility, resourcefulness, and ability to complete a high volume of tasks and projects independently

• High degree of professionalism in dealing with diverse groups of people, including Board members, administrators, faculty and staff, community members, donors, and students.

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Excellent judgment is essential.

• Flexibility to attend evening and weekend events as needed.