Chief of Staff & Executive Assistant

Posted: 30-Jul-26 • Location: Princeton, New Jersey • Type: Full-time, in-person, 12-month administrative position

About the role

The Chief of Staff and Executive Assistant serves an integral role in supporting the Head of School by providing administrative support and serving as liaison to the Board of Trustees. Meticulous attention to detail, keen problem-solving skills, and the ability to multitask in a fast-paced environment will be essential skills for success in this position.

Responsibilities

Chief of Staff

• Serve as project coordinator for important School-wide initiatives in support of the School’s strategic priorities under the direction of the Head of School.
• Act as liaison and support person for the administrative team, arranging agendas, meetings, and ensuring follow-up to agenda items.
• Work closely with all leadership team members.
• Serve as the liaison to the Board of Trustees and coordinate the various activities and work of the Board and strategic planning committees, including:
  • Provide executive support to the Board of Trustees, serving as Secretary.
  • Draft agendas, minutes, and other materials for Board of Trustee meetings as requested by the (Co-)Chair(s) of the Board of Trustees or Head of School.
  • Maintain all relevant materials for meetings.
  • Disseminate materials to the Board of Trustees.
  • Prepare annual meeting schedule.
  • Coordinate and provide logistical support for all committee and board meetings.
  • Prepare biographical information and records updates.
  • Maintain and coordinate all files for the Board of Trustees.
  • Attend and take minutes at all Board of Trustee Meetings and ad-hoc meetings as required, maintaining strict confidentiality at all times.

Executive Assistant

• Maintain the Head of School’s calendar and communication, including scheduling all appointments and meetings with both internal and external constituents.
• Coordinate all travel arrangements for the Head of School.
• Oversee coordination efforts across support staff to ensure appropriate coverage of Leadership Team members and key activities.
• Handle all correspondence of the Head of School, including creation of routine correspondence such as development communications, acknowledgment letters, and other correspondence as required.
• Maintain budget for Head of School, including budget analysis, reconciliation, and management of payments/invoices.
• Assist with event and meeting coordination for events/meetings hosted by the Head of School or Board of Trustees.
• Serve as liaison between Stuart and the Society of the Sacred Heart and Network of Sacred Heart Schools as requested by the Head of School.
• Coordinate purchasing on behalf of the Head of School, including retirement and years of service gifts, volunteer gifts, etc.
• Maintain Stuart Memorial League.
• Facilitate all leadership team member searches.
• Manage travel and purchasing for the Board of Trustees.

Other Duties

• Provide office and organization support.
• Maintain filing system for the Head of School.
• Support Head of School mailings and label production.
• Prepare reports for the annual survey of schools.
• Participate in training and professional development as needed.

Requirements

• Imbued with a deep sense of the school’s mission.
• Bachelor's degree required.
• Fluent in latest technology pertinent to job duties.
• Understands database systems, structures, and best practices.
• Highly analytical with the ability to manipulate data with inherent attention to detail.
• Possesses the ability to work independently as part of a small, close-knit team.

Physical Demands

• The ability to lift 25 pounds.
• Largely a sedentary role; however, some filing is required, which may involve lifting files, opening filing cabinets, and bending or standing as necessary.

Skills

• Communicate effectively with diverse populations.
• Create and contribute to an inclusive work environment.
• Engage in professional development opportunities to further develop inclusive leadership practices.

Benefits

• Comprehensive benefits package including:
  • Medical and prescription drug insurance.
  • Dental insurance.
  • Vision plan.
  • 403(b) retirement savings plan with match.
  • Employer-paid life insurance.
  • AD&D (Accidental Death & Dismemberment) insurance.
  • Temporary disability benefits.
  • Long-term disability benefits.
  • Tuition remission for students who attend Stuart.
  • Flexible spending accounts.
  • Health savings accounts.
  • Employee Assistance Program (EAP).
  • Paid time off.
  • Free healthy lunch daily.
  • Professional development opportunities.

Pay

The minimum hiring salary for this position is $70,000. Compensation offered will be based upon a candidate's education, years of experience, skill set, and internal equity.