The Executive Assistant to the Head of School provides efficient, consistent, confidential, and professional support to the Head of School and the Board of Trustees of The Darrow School; performs highly-responsible and complex administrative and operational tasks to maintain an effective and well-organized office, while exercising discretion and independent judgment; serves as a liaison between the Head of School and Board of Trustees, employees, parents, students, alumni, and external constituents in the maintenance of a positive image of the School through the community; possesses excellent communication, organizational, writing, and editing skills, and an ability to anticipate the needs of the office; takes initiative to make the work of the Head of School and Board of Trustees more efficient.
Major Duties and Responsibilities
Head of School:
- Support the Head of School’s daily operation of the school, short- and long-term goals, and institutional projects.
- Manage and coordinate an extremely-active calendar of appointments and schedules for the Head of School with board members, parents, faculty and staff, students, and other community members, alumni, and external constituents; anticipate and resolve scheduling conflicts and appropriate pacing of appointments; ensure the Head of School’s schedule is followed and respected.
- Communicate directly, and on behalf of the Head of School, with board members.
- Coordinate detailed travel arrangements for domestic and international travel.
- Coordinate visits and schedules for applications for positions at School.
- Prepare and coordinate the school-wide academic calendar under purview of Head of School and senior admins.
- Assist Head of School, Directors, and Business Office with preparing faculty/staff letters of agreements.
- Review, revise, and prepare Employee Handbook yearly in partnership with Head of School and Business Office.
- Prepare and revise yearly with the Head of School and Senior Admin Team the Faculty Resource Book and Employee Handbooks.
- Provide accurate, pertinent information regarding rules, regulations, laws, and policies.
- Maintain internal policy and procedure manual changes; review, revise, and create policies and procedures annually that are related to faculty and staff; requires comprehensive knowledge of the policies.
- Compose, review, and proofread correspondence for the Head of School and various departments; additionally, assist with distribution of correspondence to internal and external constituents.
- Assist Business Office with annual faculty and staff surveys, health benefits, and staffing details.
- Maintain and keep up to date directories and databases with staff information.
- Assist with on-boarding of new hires into various roles; and with Business Office maintain faculty/staff files.
- Prepare membership updates for associations (including, NAIS, CAIS, NYSAIS, etc.).
- Attend faculty and staff meetings, school functions, and other events as deemed important by the Head of School.
- Coordinate all logistics and details for select special events hosted by Head of School.
- Provide assistance with the preparation of the graduation/awards ceremony as needed.
- Mentor new administrative assistants and other new staff, and serve as the senior administrative staff person in disseminating information, undertaking projects, and coordinating responsibilities that support the overall school operation.
- Provide back-up administrative support for other administrative staff as required; maintain a sense of teamwork and positive tone among school office staff.
Board of Trustees:
- Interface with and provide support for the Board of Trustees, especially the Chair of the Board, anticipating routine needs and preparing all support materials (including careful maintenance of bylaws, resolutions, minutes, etc.).
- Coordinate, disseminate, and organize meeting reminders, agendas, minutes, and other necessary board documents.
- Proof and edit all board reports; submit reports electronically to Board of Trustees and Trustee Emeriti for board meetings.
- Coordinate with Chair of the Board and Head of School for preparation of schedules for board and committee meetings.
- Prepare and maintain Board of Trustees directory (includes address/contact/committee information).
- Prepare and maintain board committee roster, meeting schedules, profiles, bios, files, and minutes.
- Prepare, update (after each board meeting), and maintain the DropBox version of the trustee handbook.
- Update (after each board meeting), and maintain the Head of School’s trustee handbook.
- Coordinate the signing of Conflict of Interest Statements by each trustee on yearly basis and filing as needed with auditors.
- Maintain discretion and confidentiality in relationships with all Board of Trustees members.
Required Skills, Education, and Experience
- College degree preferred; strong work tenure with at least 5 years of executive support experience, preferably in a non-profit organization or an independent school setting.
- Must be creative and enjoy working within an environment that is mission-driven and community-oriented.
- Ability to work with a wide range of individuals and to interact cheerfully and professionally.
- Excellent organization, communication, verbal, writing, and editing skills.
- Ability to see what needs to be done and to take initiative in doing it.
- Strong computer skills and proficiency with Microsoft Office, Google, and social media web platforms, as well as comfort with learning various database systems.
- Excellent attention to detail and accuracy.
- Adept at handling multiple priorities/conflicting needs and meeting deadlines; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Ability to remain professional and composed under pressure while handling a multitude of duties and situations simultaneously, and respond with appropriate professional judgment.
- Confident decision-maker; able to use independent judgment with limited supervision, handle complex and sensitive functions with discretion, and keep all information in the strictest of confidence.
- Dedicated work ethic; proactive, responsible, reliable, and punctual.
- Skilled in conducting and collecting confidential research, analyzing the data, reaching valid conclusions, and making recommendations and proposing plans of action.
- Ability to effectively present information and respond to questions from various constituent groups.
- Embodies and communicates the school’s mission and core values.
- Provides a sense of stability in an ever-changing environment.
- Accessible, approachable, and welcoming, managing confidential situations with discretion, respect, and sensitivity.
- Takes an active part in the full life of the school.
- Respects, affirms, and protects the dignity and worth of each member of the community, and exhibits moral and ethical behavior.
- Ability to learn, interpret, and apply complex policies, administrative regulations, and operational procedures.
- Life-long learner who enhances his/her skills, using state-of-the-art technologies to maintain high standards of performance to efficiently and effectively produce work products.
- Maintains a sense of teamwork and positive tone among school office staff.
- Acts as liaison for the Head of School with the school community.
- Handles confidential and sensitive information with poise, tact, and diplomacy.
- Works independently and within a team on special and ongoing projects when necessary.
- Cheerfully and efficiently supports the goals of the school in a variety of unanticipated ways.
Competitive salary and benefits. Interested candidates must submit a cover letter and resume to email@example.com; please no phone calls.