Executive Assistant to the Head of School

About the role

Reporting to the Head of School, perform administrative and clerical duties in support of the Head of School as chief executive, and support the Board of Trustees in the coordination of committees, distribution of meeting materials, and meeting follow-up. This is an in-person role, and regular onsite attendance is an essential function of the position.

Responsibilities

• Handle Head of School correspondence using good judgment, discretion, and acquired knowledge.
• Maintain and manage the Head of School's calendar, prioritizing and coordinating the flow of each day.
• Make all necessary arrangements for visitors to the Head's office, confirm appointments, and follow up with guests.
• Maintain files and other records in an efficient and organized manner.
• Answer and screen Head's telephone calls, gathering information to inform Head's conversations with callers.
• Process Head's expenses, reimbursements, and related budgets.
• Support the Board of Trustees by handling correspondence, maintaining Trustee database and records, arranging meetings, taking accurate and complete Board meeting minutes, and sending official notices.
• Support Trustee committees by arranging meetings, keeping records, and coordinating communication and committee materials.
• Share monthly communications with trustees regarding opportunities for Trustee engagement and track Trustee attendance at events.
• Handle work related to external Boards or organizations with which the Head has interactions and responsibilities.
• Monitor All-School Calendar throughout the school year.
• Maintain confidentiality and handle sensitive, confidential material and/or situations with discretion and poise.
• Communicate respectfully, clearly, and honestly in verbal, electronic, and written form with parents, administrators, and colleagues, and maintain a sensitive, cooperative, and flexible demeanor in interactions.
• Positively contribute to the schoolwide community.
• Demonstrate professionalism through reliability, punctuality, and personal appearance and self-care, and maintain personal integrity and a respectful attitude in all relationships.
• Provide for the physical safety of children through anticipation and removal of hazards, visual observation of children active or at rest, and by appropriately responding to injuries.
• Follow all personnel policies and the guidelines of the Emergency Response Plans, and take responsibility for students' safety in an emergency situation or drill.
• Register faculty and staff for approved conferences and courses, while ensuring budget compliance and maintenance of all professional development records.
• Oversee the Professional Development budget spreadsheet and share the monthly report with the Academic Affairs Team.

Requirements

• Bachelor's degree or higher preferred.
• Demonstrate personal integrity, friendliness, patience, fairness, openness, non-defensiveness, sensitivity, flexibility, and enthusiasm.
• Excellent verbal and written communication skills.
• Ability to read, analyze, and interpret written documents, professional literature, and other material.
• Ability to write reports and letters.
• Ability to verbally present information and respond to children, parents, colleagues, and administrators.
• High comfort level and proficiency with technology as a tool.
• Ability to use simple tools and machines, such as copiers and laminators.
• Ability to use computers to write reports, compose letters and emails, create documents, and communicate with parents.
• Ability to solve practical problems and apply common sense and good judgment in dealing with everyday and emergency situations.
• Ability to interpret a variety of instructions.

Physical Demands

• The employee is regularly required to talk and hear; to stand, walk, sit, stoop, kneel, crouch, crawl, and climb.
• Use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms.
• Specific vision abilities required include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Work Environment

The noise level in the work environment varies from quiet to moderate to noisy.