Executive Assistant to the Head of School
Executive Assistant to the Head of School
School: The Schenck School
Available Position: Administrator
Description:
Job Title: Executive Assistant to Head of School
Department: Administration
Reports To: Head of School
Payroll Status: Salary, Non-Exempt / Full Time, 12-Month
Revised: January 2024
PURPOSE/GOALS:
The Executive Assistant is charged to advance the work of The Schenck School and ReadSource through mission-aligned administrative support. The Executive Assistant to the Head of School provides multiple levels of clerical and administrative support to the Head ensuring efficient day-to-day workflow and optimum functionality in the Head’s office. In addition, the Executive Assistant is an “ambassador” for the school when developing relationships with the Board of Trustees, all visitors, parents and their children, and members of the faculty and staff. The Executive Assistant contributes to the overall collaborative and trust culture of the School.
PRINCIPAL RESPONSIBILITIES:
Head of School
• Provide general administrative services to the Head of School while continually maintaining high standards when managing confidential information
• Coordinate scheduling of appointments and maintain the Head’s calendars
• Serve as liaison between the Head and the Board of Trustees
• Monitor and regularly manage the Head’s to-do list, including but not limited to screening daily mail
• Manage the Head’s internal communications
• Track the Head’s budgets and expenditures to ensure required documentation is accounted for in the Finance Office
• Assist Head in maintaining professional and ongoing relationships with affiliated schools and non-school groups as directed by Head
• Facilitate Head’s agenda items for the Leadership Team meetings; record minutes and follow up to ensure that action items are completed
• Assist the Head with all aspects concerning the SAIS accreditation process
• Maintain paper and electronic filing systems for the Head of School
• Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries
• Complete a variety of special projects including creating PowerPoint/Canva presentations, financial spreadsheets, special reports, and agenda material
• Support Cabinet by taking minutes, documenting goals and timeliness, and issuing reminders and follow-ups as needed
Board of Trustees
• Prepare and distribute Board of Trustees profiles document, updating as changes may occur
• Establish a contact list and maintain a Board of Trustees matrix
• Schedule the Board of Trustees for all meetings each year, handling event planning/reservations for any off-campus meetings
• At the direction of the Head or Board Chair, provide documents necessary for each meeting
• Take all minutes at Board level as well as Executive Committee level
• Ensure beverages and food are available for both on and off-campus meetings
Leadership Team
• Coordinate scheduling of weekly/bi-weekly direct reports to meet with Head; coordinate any changes as they may occur in Head’s schedule
• Maintain all scheduled Leadership Team meetings and communicate any changes
• Assist members of the Leadership Team with event coordination (room designation and set-up) for department-specific meetings and gatherings when needed
• Coordinate all aspects of any off-campus Leadership Retreats
Other General Administrative Duties
• Oversee and coordinate the school’s Picture Day
• Oversee all aspects of carpool from setting up carpool software, PikMyKid, to generating carpool tags and scheduling all faculty and staff into carpool assignments for morning and afternoon dismissal.
• Attends annual AAAIS Calendar meeting to set the calendar for the next school year, coordinating with the Head of School
• Plans and oversees employee beginning of-the-year kick-off and end-of-year luncheon for all faculty and staff
• Coordinates with the Director of Operations lunch for all faculty and staff on parent/teacher conference days, teacher work days, etc.
• Other duties as assigned by the Head of School
QUALIFICATIONS:
Leadership
• Strong interpersonal skills as well as an analytical aptitude for effective decision-making under difficult circumstances
• Ability to direct collective efforts in pursuit of common goals
• Ability to handle confidential and highly sensitive financial, legal, personnel, and institutional information while exercising professionalism and discretion
Experience
• A minimum of a Bachelor’s degree
• Proven experience should reflect a deep understanding of assisting top management to be highly efficient and successful each day
• Proven ability to work in a fast-paced environment with demonstrated ability to handle and prioritize multiple tasks and demands
• Excellent computer literacy skills
• Highly skilled in communication, relationship-building, and decision making
Skills and Knowledge
• Must have the ability to maintain confidential information at all times, exercise good judgment, and work efficiently and accurately,
• Must be able to take initiative and follow through with minimal supervision
• Possess an entrepreneurial spirit and proven ability to think strategically, analytically and logistically.
• Understand and support the mission, values, and culture of the School.
MAIN WORKING RELATIONSHIPS:
Head of School, Board of Trustees, high-level administrators, faculty, staff, vendors, parents, professional contacts
Salary is commensurate with experience. A comprehensive and competitive benefits package is available to the successful candidate.
Qualified candidates should send a cover letter and CV to Michele Santa Maria, Director of Human Resources, at msantamaria@schenck.org.
The Schenck School provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Schenck School complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
The Schenck School expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the School’s employees to perform their job duties may result in discipline up to and including discharge.
Contact name: Michele Santa Maria
Contact email address: msantamaria@schenck.org