Exempt, 12-month position

Position Overview

The Executive Assistant to the Head of School (HOS) serves as a strategic partner to the HOS, providing high-level administrative and organizational support. This role requires exceptional professionalism, discretion, proactive problem-solving, and the ability to manage sensitive information, coordinate multiple priorities, and communicate effectively with a broad range of stakeholders.

Core Responsibilities

Executive Support

Manage the Head of School’s complex calendar, prioritizing meetings, events, and travel with strategic foresight.
Coordinate and respond to correspondence on behalf of the HOS, acting as a key liaison with faculty, staff, trustees, families, and external partners.
Maintain a consistent, supportive presence in the Head’s Office throughout the school day.
Support and take minutes at Leadership Team meetings and other key gatherings at the direction of the Head of School.
Assist with short- and long-term goals, special projects, and strategic initiatives, making independent decisions in a fast-paced environment and managing projects or conducting research at the HOS’s direction, ensuring timely and effective follow-through.
Anticipate challenges, identify solutions proactively, and collect, synthesize, and share relevant information to support timely decision-making by the HOS.
Design and produce reports, presentations, and complex documents; compose professional correspondence; maintain contact lists; manage travel logistics; and complete expense reports with accuracy and efficiency.

Board of Trustees Liaison

Serve as a primary administrative liaison to the Board Chair and Trustees.
Coordinate logistics for Board meetings, compile materials, manage the board portal, and record minutes in compliance with governance procedures and actions.
Work with staff and trustee committee liaisons to coordinate the overarching board committee schedule.
Maintain records and filing systems for the HOS Office and the Board.

Strategic Project & Event Coordination

Monitor implementation, tracking, and reporting of key initiatives tied to the school’s accreditation, strategic, and action plans.
Coordinate all-employee events, including logistics, signage, coordination with operations or vendors, timelines, communication, and post-event follow-up.
Act as project manager for special initiatives or events as assigned by the Head.
Liaise with the facilities team to oversee the Center for IDEAS’s functionality, event readiness, and scheduling.
Monitor usage of Center and identify process improvements to enhance community experience.

Cross-Functional Collaboration

Partner with division heads, department directors, administrative assistants, and operations staff to ensure seamless schoolwide coordination.
Liaise with development staff to support schedule and tracking donor engagement by HOS.
Assist with Leadership Team meetings and retreats, including scheduling, agendas, note-taking, and follow-up.
Support committee work and internal initiatives at the direction of the HOS.

Ideal Candidate Attributes

Mission-aligned, deeply committed to education and school community life.
Calm under pressure, proactive in anticipating problems, and solutions-focused.
Strong interpersonal and communication skills, with the ability to engage a range of stakeholders.
High degree of integrity, discretion, and emotional intelligence.
Flexible, collaborative, and detail-oriented with a positive, can-do attitude.
Contributes to a positive, professional, and values-aligned office culture, serving as a welcoming and consistent presence in the HOS Office.

Required Qualifications

Bachelor’s degree required; advanced degree or professional certification preferred.
Minimum 3 years of executive-level support experience, preferably in an educational or nonprofit setting.
Proven experience managing executive calendars, projects, travel, and high-level correspondence.
Strong command of Microsoft Office, Google Workspace, and digital productivity tools; experience with Blackbaud or similar school systems preferred.
Availability to support occasional evening/weekend events.
Demonstrated ability to handle confidential and sensitive information with professionalism.

Work Environment And Physical Requirements

Required to sit while operating computer or office equipment for approximately 6–8 hours daily; includes repetitive motion for typing and keyboard use.
May be required to lift and carry up to 25 lbs. safely and adequately.
Required to use hands to handle objects, tools, or controls; specific vision abilities include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Duke School

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Executive Assistant to the Head of School