Executive Assistant to the Associate Head of School

Poly Prep's mission is to prepare and inspire the next diverse generation of leaders and global citizens to act with intelligence, imagination, and––above all––character.

About the role

Poly Prep seeks an Executive Assistant to the Associate Head of School. This position will serve as a trusted strategic partner, providing high-level strategic, academic operational, and administrative support to advance the priorities of the school. The Executive Assistant manages the Associate Head of School’s office to ensure efficient operation; serves as a confidential gatekeeper on academic, operational, and sensitive matters; and maintains strategic oversight of the academic calendar. The role works closely with all employees, trustees, students, and families, requiring exceptional sound judgment, discretion, and professionalism.

Responsibilities

• Serve as a primary point of contact for the Associate Head's office, fostering positive relationships across the school community.
• Autonomously manage, filter, and prioritize all internal and external communications (faculty/staff, students, parents, board members).
• Independently determine which matters require immediate executive intervention and which can be resolved, delegated, or answered directly on behalf of the Associate Head.
• Evaluate complex, highly sensitive inquiries or complaints directed to the Associate Head’s office. Determine contextual background and author formal institutional responses.
• Serve as a trusted partner in navigating sensitive situations regarding student discipline, parent grievances, and personnel issues, while ensuring discretion.
• Manage hiring coordination of faculty and academic staff for 15 departments:
  • Handle candidate communication regarding interview scheduling and campus visits.
  • Coordinate with division heads, department chairs, and Human Resources.
• Coordinate meetings, professional development sessions, and special events:
  • Prepare and manage agendas, reports, presentations, and meeting materials for the academic leadership team, department chair meetings, professional development sessions, special events, and other meetings.
  • Synthesize meeting outcomes and next steps.
  • Hold department chairs accountable for action items on behalf of the Associate Head.
  • Coordinate with the Manager of Events regarding dates and food/beverage/space/technology logistics.
• Maintain strategic oversight of the school’s academic calendar, proactively identifying and resolving scheduling conflicts that impact academic operations. This includes frequent check-ins and attendance at the monthly school event meetings where the master calendar is discussed.
• Manage the Associate Head's calendar to include scheduling and coordinating meetings, interviews, classroom visits, events, and strategic initiatives.
• Track Associate Head of School priorities, action items, and deadlines to ensure timely follow-up and execution.
• Maintain efficient office systems, records, and organizational processes.
• Support special projects and initiatives that advance the school's strategic goals.
• Other duties as assigned by the Associate Head of School and/or Head of School.

Requirements

• Bachelor’s degree or equivalent professional experience.
• Minimum of 3-5 years of experience supporting senior leaders or executives.
• Experience coordinating hiring and recruitment processes.
• Experience in an independent school or educational setting is preferred.

Skills

• Strong organizational and project management abilities.
• Exceptional calendar management and scheduling skills.
• Excellent written and verbal communication skills.
• Ability to manage confidential information with discretion and professionalism.
• Proficiency with Google Workspace, Microsoft Office, and scheduling platforms.

Special Requirements

Occasional evening and weekend hours are required to support the school calendar and community events.

Benefits

• Medical, dental, and vision insurance.
• Life insurance.
• Generous match on the 403(b) retirement plan.
• Long-term disability insurance.
• Flexible spending account.
• Pre-tax commute benefit.
• Free lunch.

Pay

$90,000 - $100,000