Executive Assistant to the Head of School

Collegiate School seeks an Executive Assistant to support the Head of School in the on-going leadership of Collegiate School and assist the Board of Trustees with administrative support. The Assistant will support the Head’s leadership role, perform administrative and operational tasks in partnership with other support staff, to maintain an effective and well-organized office and embody and communicate the School’s mission and core values.
The Executive Assistant will be an integral part of the Head of School Office, often serving as the first point of contact for visitors to the Office. The ideal candidate will possess excellent organizational, strategic calendaring and problem solving and interpersonal skills, as well as an ability to anticipate the needs of the Office and to take the initiative to make the work of the Head and Board of Trustees as smooth, enjoyable, error -free, and efficient as possible.
Essential Duties: 
  • Provides administrative and clerical support for the Head of School, which includes: phones, correspondence, filing, and effectively communicating with all constituencies.  
  • Maintain schedule for Head of School and coordinate all meeting and travel arrangements 
  • Filter all meeting requests to ensure Head of School calendar priorities are met
  • Schedule and help coordinate Board-related events, faculty/staff meetings that include all three divisions, and additional meetings as needed
  • Serves as a communication liaison between the Head and the Admin team members. Schedules and attends the Head’s Admin team meetings. 
  • Coordinates information flowing to and from the Head. 
  • Provides administrative and secretarial support for the Board president and members of the Board of Trustees which includes:
    • Scheduling meetings, sending agendas, reminders, distributing meeting minutes and materials for all Board and committee meetings.
    • Setting and and coordinating the Board calendar for the year
    • Managing the Board Portal
    • Maintaining Board roster and members’ files, attending Board meetings, maintaining attendance and minutes.
  • Provide a calm demeanor in an ever-changing environment
  • At times serve as the liaison with hospitality arrangements for Head of School functions, teaming with Development Events and other School-wide celebrations.
  • Coordinate arrangements and meeting prep, both logistical and organizational, for the Head of School office
  • Other duties as assigned and necessary for the function of the Office of the Head of School.
Successful candidates must possess the following competencies:
  • Proven track record of keeping confidence
  • Supremely professional demeanor with the ability to assertively prioritize and manage the Head of School calendar
  • Builds strong relationships with community partners, trustees, faculty, staff, students, and parents by creating a caring and inclusive community in which all members are respected and valued
  • Understands the role of social, emotional and physical well being in the teaching and learning process and encourages the development of lifelong healthy behavior patterns
  • Exhibits the characteristics of a lifelong learner and engages in personal and professional development to impact a learning community
  • Models the enduring skills, values and habits of mind represented in the Portrait of a Graduate
  • Is a self-starter
  • Ability to be proactive in all aspects of the job and to anticipate the needs of the Office
  • Demonstrates cross cultural competence
Skills and Qualifications: 
  • Bachelor’s degree or equivalent combination of education and experience in a related field that support the duties and responsibilities of the position.
  • Minimum of 10 years working in a professional setting. 
  • Ability to maintain strict confidentiality in all matters.  
  • Requires robust technology skills with high level proficiency in Microsoft Office Suite (Word, Excel and PowerPoint), Google,text messaging and other internet-based applications.
  • Must possess excellent writing, editing and speaking skills, and present a calm, professional demeanor. 
  • Must demonstrate exceptional executive functioning and be able to track many projects and tasks at the same time. 
  • Additional Skills (desired but not required): Previous experience as an Executive Assistant, familiarity with a school environment, experience working with volunteers/Board members, ability to solve problems where there may not be a policy, an awareness of the dynamics of community relationships with the School and a sense of humor.
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