Executive Assistant to the Head of School and Chief Finance & Operations Officer

Executive Assistant To The Head Of School And Chief Finance & Operations Officer

The Executive Assistant to the Head of School and Chief Finance & Operations Officer provides on-site, executive-level support and strategic project management for the Head of School (HOS) and Chief Finance & Operations Officer (CFOO), acts as the primary liaison to the Board of Trustees (BOT), and provides light support to the Leadership Team. This role is responsible for managing cross-functional strategic project timelines, drafting executive communications for internal and external audiences, executive logistics, collaborating with a broad range of constituents, and communication flows. The Executive Assistant ensures leaders are prepared, informed, and supported serving as a trusted gatekeeper and connector who embodies professionalism, initiative, and discretion. Some of the core projects include campus-wide project timelines for the School's strategic initiatives.

The ideal candidate will be a collaborative problem solver with a growth mindset, show strong attention to detail, be skilled at discernment and prioritization, personable with a welcoming presence, and seen as providing the "glue" on various administrative teams.

Epiphany School has exciting goals on the horizon with a need for someone in this role who can easily pivot from supporting tactical implementation to strategic vision. The person in this role will get equally excited about supporting the HOS in driving the capital campaign, developing project plans, creating standard operating procedures, arranging logistics and agendas for meetings, and coordinating with collaborators to ensure work product is delivered on time and key milestones are met. The person serving in this role will be expected to model the ethical and professional standards of the School by upholding a strict level of confidentiality and discretion while uplifting positive working norms through everyday interactions.

This position is expected to participate in robust professional learning and school community events.

This is an on-site role and is required to report to School campus located in the Madrona neighborhood of Seattle, Washington.

This is an exempt, full-time, senior manager-level, year-round administrator position.

Standard school operating hours are typically Monday Friday 8:00am 4:00pm during the academic year. Staff meetings typically run through 5:00pm on Wednesdays. This position will require evening and weekend work, including traveling locally, for leadership retreats, board meetings, and other school-wide events. Set up, break down, and taking minutes at Board meetings happen monthly, with board meetings held typically from 7:00 9:00pm on campus.

Executive Support for HOS & CFOO

• Serve as strategic thought partner and daily logistics coordinator to HOS and CFOO, managing calendars, prioritizing appointments, and resolving scheduling conflicts.
• Prepare meeting materials and briefing documents for Board and Leadership Team (LT) meetings to ensure all are well-informed ahead of engagements.
• Draft and edit internal and external communications, including school-wide updates and partner correspondence.
• Arrange travel itineraries and accommodations for HOS and CFOO.
• Collaborate with the Administrative Assistant to ensure strategic alignment between HOS, CFOO, and Assistant Heads of School.
• Lead and manage all annual compliance and renewal activities that HOS & CFOO are responsible for overseeing, including submissions to the State Board of Education, National Association of Independent Schools (NAIS), Northwest Association of Independent Schools (NWAIS), and other regulatory and accrediting bodies.

Strategic Project Management

• Oversee timelines and key deliverables for strategic school initiatives (i.e. campus master plan, strategic plan), attending LT meetings to document decisions made and identify action items to ensure alignment with institutional priorities.
• Partner with HOS, CFOO, and LT to manage strategic implementation plans, track project milestones, and ensure accountability for next steps.
• Create and maintain standard operating procedures (SOPs) for LT communication and decision-making.
• Lead coordination efforts for NWAIS reaccreditation work, partnering with the Administrative Assistant for support.
• Interface with stakeholders across departments to monitor progress, flag risks, and escalate issues as needed.

Board Liaison & Governance Support

• Coordinate logistics for annual meeting calendar and monthly BOT meetings, including preparation and distribution of board packets, maintaining board portal and content, minute-taking, and maintaining archive of board materials.
• Track and ensure timely completion of BOT-related deliverables from internal stakeholders.
• Support trustee onboarding and orientation in collaboration with the HOS and governance committee chair.
• Lead the planning and preparation for the end-of-year BOT dinner.
• Be informed of and provide support for the annual BOT/staff appreciation dinner, in collaboration with the Events & Community Engagement Manager.

School Operations & Culture Building

• Support Assistant Heads of School in partnership with Administrative Assistant to produce the school calendar.
• Coordinate logistics for staff recognition, celebrations, and transitions in partnership with HR.
• Set up and break down meeting space for weekly staff meetings.
• Partner with Administrative Assistant on Epiphany Church space reservations.
• Support HOS/LT community meetings (i.e. neighborhood meetings, State of the School) assisting with communication and setup.

Expectations For All at Epiphany School

• Contribute to a learning environment based on Epiphany School's mission, vision, and values.
• Use Responsive Classroom approach as a social-emotional learning framework for working with students (training provided).
• Provide recess, arrival and/or dismissal supervision, and front desk coverage as scheduled.
• Participate in the school community, including professional development, service learning, and community events.
• Perform other duties and responsibilities as assigned by supervisor.

Typical Knowledge, Skills, and Abilities

• Bachelor's degree in related field required, such as business administration, communications, education, public administration or other related fields; additional certifications and/or degrees a plus.
• A minimum of 7 years of progressively responsible administrative support, with a minimum of 3 years of Executive/C-Suite administrative support a must.
• Proven office administration experience with expertise in Microsoft Office Suite products, project management tools and platforms (i.e., Asana), and familiarity with online calendaring/meeting tools and cloud systems required.
• Demonstrated experience in strategic project management required.
• Experience serving as a Board of Trustees or governing body liaison strongly preferred.
• Expertise in oral, written, and presentation communication skills in the English language required; fluency in additional languages a plus.
• Ability to provide strong customer service.
• Proven ability to work collaboratively across teams, manage multiple projects with accuracy and attention to detail, think proactivity, operate with minimal direction, and self-prioritize work.
• Ability to serve in a high-profile environment as a school ambassador and leader with tact, diplomacy, and an inviting presence.
• Expertise in interpersonal skills with the ability to influence others without formal authority.
• Skilled at using independent judgment, collaborative and creative problem-solving, and managing up.
• Ability to develop, implement, and improve standard executive office policies and procedures.
• Displays a growth mindset through attitude and action.
• Commitment to adhering to strict confidentiality and exercising discretion as it relates to sensitive company, employee, student, and/or community member information.
• Ability to work flexible hours as dictated by the business needs of the HOS to support projects, meetings, and meet deadlines.

Compensation & Benefits

The starting salary for this position ranges from $90,000 to $110,000, depending on years of experience, education, industry knowledge, and internal equity. When determining an initial offer, we carefully consider these factors.

Alongside salary, Epiphany School offers a comprehensive benefits package including:

• Benefits stipend to put towards employee benefits including medical, dental, vision coverage, voluntary employee, spousal, and child life and critical illness insurance, accident insurance, voluntary short-term disability, and flexible health savings accounts
• Employer-paid monthly premiums for employee assistance program and long-term disability coverage
• 403(b) retirement plan with employer contribution
• Paid holidays
• Paid personal and sick leave
• Paid supplemental parental leave after