Executive Assistant

The Executive Assistant provides personal administrative support and assistance to the Head of School. Assists Head of School with a wide range of responsibilities, and provides support to trustees, key administrative staff, faculty, and the wider community. Reports to the Head of School.

Primary Responsibilities

Scheduling

  • Manages and keeps calendar of appointments for the Head of School.
  • Screens and prioritizes calls and mail.

•Keeps Head of School and staff informed of administrative policies, procedures, upcoming events, etc.

•Arrange and coordinate meetings and events

General administrative

  • Produces a variety of reports, letters, internal documents, and bulletins.
  • Attends meetings with the Head of School to assist in developing action and follow-up plans.
  • Prepare and edit correspondence, communications, presentations and other documents
  • Design and maintain databases
  • File and retrieve documents and reference materials

Management and coordination

  • Keeps informed of and assists with revision of school policies and procedures.
  • Answers related internal and external questions within authority.
  • Reviews operating practices and implement improvements where necessary.
  • Conduct research, collect and analyze data to prepare reports and documents
  • Handles logistics and travel for Head of School.
  • Supports Head of School in work with faculty, staff, families, trustees and members of the wider community.
  • Provides assistance to the Chair of the Board of Trustees, helping to prepare and distribute meeting agendas and packets, minutes, correspondence, and other duties as requested.
  • Receive and interact with incoming visitors
  • Participates in special projects, as needed.

Other Responsibilities

  • Attends Board of Trustees and Board Committee meetings.
  • Performs other duties as assigned.

Education, Experience, and Key Competencies

  • Bachelors degree preferred
  • Advanced keyboarding and word processing skills with proficiency in Microsoft Office Suite, including Word, Outlook, Excel and database programs.
  • Outstanding project management skills.
  • Experience in supporting an executive or Head of School (minimum of 5 years office experience, including three years in administrative support).
  • Strong orientation toward customer service (both external and internal).
  • Advanced writing and superior editing skills.
  • Emotionally stable and mature.
  • Experience serving in situations requiring the highest level of discretion and confidentiality.
  • Highly effective within a fluid, entrepreneurial environment, with self-confidence and the ability to deal with strong personalities.
  • Proactive, with excellent critical thinking skills.
  • Strong written, verbal, organizational, and interpersonal skills.
  • Attention to detail/accuracy, timely implementation, and quality performance.
  • Consistently exercises impeccable integrity, discretion, and judgment.
  • Knowledge of standard office administrative practices and procedures
  • Team member
  • Adaptability