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.