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 Head of School, Associate Head 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.

• Prior experience working for an independent school is preferred
• Superior communication and writing skills
• Attention to detail and strong organizational skills
• Expertise in Word (including advanced formatting) and facility with Excel, PowerPoint, Google
• Willingness to learn computer applications
• Ability to multitask and prioritize
• Knowledge of French, Spanish or Chinese is useful, but not essential
• Flexibility and a sense of humor 

About Washington International School

Founded in 1966, Washington International School is a private, non-profit, Preschool-12 school profoundly committed to its mission: to be an exemplary learning community—enriched by differences, informed through inquiry, global in reach. Serving its full community of 900 plus students on two campuses, the school is multinational, multicultural, and multilingual. The school’s challenging international program draws on classroom-based research on pedagogical practices and curriculum design from renowned organizations such as the International Baccalaureate (IB) and Project Zero, based in the Graduate School of Education at Harvard University. From Preschool through Grade 5 students follow the inquiry-based IB Primary Years Program; in Grades 6-10 they continue with a multidisciplinary and inquiry-based approach designed to enhance understanding and develop the skills and knowledge needed to succeed in the prestigious IB Diploma Program (DP). All students in Grades 11 and 12 are enrolled in the DP, which prepares them to take exams to receive the International Baccalaureate Diploma in addition to a WIS diploma. IB Diploma results are well above the worldwide pass rate, and WIS gra...duates attend highly selective colleges and universities in both the United States (about two-thirds in a typical year) and abroad. Commitment to the intensive study of a second language is a core principle, with Pre-School, Pre-Kindergarten and Kindergarten classes taught entirely in French or Spanish. All instruction in Grades 1-5 is “dual language” in English and either French or Spanish. Chinese is an option beginning in Grade 6. Typically, one half to three-quarters of WIS graduates earn the Bilingual IB Diploma, demonstrating fluency in two languages. The entire school community – alumni, parents, students, teachers, administrators and staff – are ardent advocates for international education. WIS has played a prominent role in setting a standard for a global perspective that many schools now emulate. The school culture is highly egalitarian, with a strong emphasis on collaboration and understanding differing points of view. There is no typical WIS family: some households consist only of U.S. passport holders, others are all non-U.S. passport holders and many are a mix of nationalities. In addition to this global diversity, WIS also strives to achieve economic diversity: 14% of the students receive financial assistance.

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Connections working at Washington International School