Executive Assistant to The Head of School

Overview

We are seeking a highly organized and proactive Executive Assistant to support the Head of School in all administrative and operational capacities of daily schoolwide success and oversight. This dynamic role offers an exciting opportunity to contribute to the smooth functioning of a prestigious educational institution. The ideal candidate will demonstrate exceptional organizational skills, a keen eye for detail, and a passion for providing outstanding administrative support. You will be the primary point of contact for executive\-level communication, manage complex schedules, coordinate projects, and ensure that daily operations run seamlessly. This paid position is perfect for someone eager to make a meaningful impact in an educational environment while honing their administrative expertise.

Duties

• Manage The Academy's calendar with precision, scheduling meetings, appointments, and events using Microsoft Outlook Calendar and Google Workspace.
• Coordinate and organize school events, meetings, and special projects with attention to detail and efficiency.
• Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, and transcribing notes as needed.
• Handle interpersonal communication, email, and phone etiquette professionally across multi\-line phone systems, screening calls, and directing inquiries appropriately.
• Oversee office management tasks, including filing, data entry, recordkeeping, and ensuring the front desk operates smoothly.
• Assist with bookkeeping tasks using QuickBooks or similar software, including basic bookkeeping and expense tracking.
• Facilitate communication among staff, parents, vendors, and external partners through excellent customer service.
• Use office technology tools such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace apps, DocuSign for document signing, and transcription tools to enhance productivity.
• Foster a welcoming environment and build and maintain relationships with school partnerships, volunteers, and the broader community.

Requirements

• Proven experience in academic executive, school administrative support, or school office management roles; prior personal assistant experience is a MUST.
• Strong organizational skills with the ability to multitask effectively in a fast\-paced environment.
• Excellent typing speed and accuracy; proficient in data entry and proofreading.
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, and familiarity with multi\-line phone systems.
• Experience with calendar management tools like Microsoft Outlook Calendar or Google Calendar is essential.
• Knowledge of bookkeeping software such as QuickBooks or similar platforms; basic bookkeeping skills required.
• Exceptional communication skills with professional phone and email etiquette and customer service orientation.
• High level of computer literacy with the ability to adapt quickly to new software or office systems.
• Attention to detail in transcription, filing, document proofreading, and record keeping.
• Ability to handle confidential information discreetly while maintaining professionalism at all times. Join us in supporting an inspiring educational community by providing top\-tier executive assistance that keeps the daily academic operations running smoothly!

We are seeking a highly motivated Executive Assistant to provide administrative support for daily school\-wide support to upper management, Board of Directors, teaching staff, students, volunteers, and visitors. Daily responsibilities will include conducting research, preparing statistical reports, entering data into our system, running reports, handling information requests, website management, student record maintenance, school calendar, and other duties as needed, but not limited to the list below.

Will also perform clerical duties, such as preparing correspondence, receiving visitors and volunteers, arranging conference calls, scheduling meetings, setting up travel arrangements, and taking notes at meetings. Our ideal candidate can manage a large, diverse workload and prioritize tasks in a fast\-paced environment. Must be able to maintain a positive attitude while managing multiple priorities in a fast\-paced educational environment. The typical academic workday is structured, but it is not without the many challenges and successes of a private school. The Executive Assistant must have a strong rapport with everyone who enters our doors.

Executive Assistant Duties and Responsibilities

· Answer phone inquiries, direct calls to the proper department, and provide basic company information

· Take memos, maintain files, and organize, photocopy, fax, and collate documents as needed

· Arrange field trips, travel, accommodations, itineraries, and all correspondence related to arrangements as needed

· Plan, organize and implement events, such as meetings, business luncheons, or client dinners

· Manage executive schedule and act as a liaison for the executive team

· Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings

Executive Assistant Requirements and Qualifications

· Minimum of a Bachelor's Degree

· 3\+ years of experience as an Executive Assistant or a similar role in a school setting

· Proficient with Microsoft Office Suite (Word, PowerPoint, and Excel)

· Experience scheduling appointments and updating calendars

· Excellent communication and organizational skills

· Valid driver’s license and safe driving record preferred

REPORTS TO:

ANNUAL PERFORMANCE EVALUATION

SALARY COMMENSURATE WITH EXPERIENCE

PERSONAL TIME OFF

Pay: $50,563\.84 \- $55,894\.09 per year

Work Location: In person