Executive Assistant

Step into the heart of educational excellence and become the cornerstone of high-level administrative support.

This Jobot Job is hosted by: Emily Klopfenstein
Are you a fit? Easy Apply now by clicking the "Apply Now" button and sending us your resume.
Salary: $60,000 - $85,000 per year

A bit about us:

We are an esteemed educational institution committed to fostering a vibrant and inclusive community. Our mission centers on delivering exceptional learning experiences, promoting intellectual rigor, and nurturing personal growth. Our values emphasize integrity, inclusiveness, and innovation, setting us apart as a pioneer in educational excellence and community engagement.

Why join us?

• Experience a dynamic work environment where no two days are alike.
• Work closely with top-tier educational leaders and make a substantial impact.
• Benefit from professional growth opportunities in a supportive and nurturing setting.
• Engage with a diverse community of students, educators, and alumni.
• Enjoy a competitive benefits package, including comprehensive health and wellness plans.
• Participate in exclusive training and professional development session

Job Details

Position Description:
The Executive Assistant to the Head of School provides a full range of administrative support to the Head of School, and oversees the Head's office, functioning as both an extension of the Head and ensuring responsiveness, efficiency and warmth so that everyone feels welcomed and well-served. In addition, the Executive Assistant provides administrative support to the Board of Trustees, limited support to the Leadership Team, and manages a variety of projects.

Essential Functions:

• Serves as a representative of the Head of School, answering questions, resolving issues, and making connections, always ensuring the Head and the School are represented in a professional, hospitable, and responsive manner
• Provides support to the Head of School, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the Head
• Serves as receptionist for the office of the Head of School: greets guests, answers phones and emails, and responds to questions from faculty, staff and visitors
• Maintains the Head of School's online calendar in Microsoft Outlook; prioritizes requests for the Head of School's attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances
• Ensures the Head of School is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner when needed
• Prepares purchase orders and processes invoices for goods and services for Head of School approval, working with the Business Office to ensure timely processing and payment
• Prepares the Head of School's monthly credit card reconciliation and procures and attaches appropriate receipts
• Maintains an organized and logical filing system for all electronic and paper documents
• Makes and manages all travel arrangements for the Head of School, including airline and hotel reservations, conference registrations, transportation, etc.
• Organizes and coordinates catered luncheons and other events on campus
• Attends and prepares minutes for meetings of the Board of Trustees and Executive Committee.
• Prepares the agenda and collates, compiles, and packages meeting materials for mailing and emailing to the Board of Trustees prior to each quarterly meeting
• Provides administrative support to the Board of Trustees, including correspondence, agendas and minutes for Board meetings, and all logistics for meetings, retreats, and events
• Works with the Leadership Team to coordinate workflow, facilitate projects, and plan meetings and retreats
• Reviews, edits, and proofreads various documents
• Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head of School
• Abides by Hockaday's Code of Ethics and Conduct
• Demonstrates a commitment to the ideals expressed in Hockaday's Tenets of Staff Excellence
• Performs other duties as assigned by and in support of the Head of School

Qualifications/Experience:

• Bachelor's degree preferred
• Proven experience as an Executive or Administrative Assistant; experience in a private school setting is preferred
• Superior organizational skills, project management experience, and logistical skills.
• Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, Trustees, and the public
• Ability to maintain confidentiality at all times
• Proactive problem-solving, both detail-oriented and flexible, demonstrating mature judgment and the ability to maintain confidentiality and composure under pressure
• Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy
• Advanced understanding and ability to use computers and technology including Microsoft Windows and Office products and proficiency in the use of basic office equipment
• Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks

Training:

• Participate in all requisite School training prior to the start of school and throughout the School year
• Attend required staff development and training sessions throughout the year
• Attend periodic in-service meetings
• Acknowledge receipt of the current Employee Handbook and are responsible for reviewing the contents and abiding by rules, policies and procedures stated in the Handbook or otherwise by the School
• Abide by Hockaday's Code of Ethics and Conduct
• Commit to the ideals expressed in Hockaday's Tenets of Staff Excellence

Physical Requirements and Work Environment:

• Regularly works in standard office conditions and climate
• Regularly uses close and distance vision, including working at a computer screen for extended periods of time
• Works at a desk for extended periods of time; occasionally moves around campus
• Ability to occasionally move items weighing up to 30 lbs. across the office or campus
• Works in a highly stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
• Ability to work flexible hours to support the Head of School with emergent and urgent items and to meet deadlines; the position will require some non-traditional work hours, including occasional nights and weekends
• Ability to maintain appropriate boundaries with students, fellow staff and community members

Interested in hearing more? Easy Apply now by clicking the "Apply Now" button.