Assistant to the Head of School and Board of Trustees

Assistant to the Head of School and Board of Trustees

Winchester Thurston School seeks an experienced executive assistant who will provide comprehensive, confidential, and professional administrative support to the Head of School and Winchester Thurston School's Board of Trustees and is responsible for the overall management of the Office of the Head of School. The Assistant to the Head of School reports directly to the Head of School and works collaboratively with trustees, administrators, faculty, staff, students, and families to advance the School's Mission.

Responsibilities include serving as the office manager for the Head of School's Office and managing the Head of School's daily schedule and arranging meetings, as required. The assistant will also serve as the assistant to the Board of Trustees by taking minutes at Board meetings, arranging committee meetings and serving as the communication link among Trustees, sending reminders of meetings, and coordinating materials for Board meetings and the annual Board of Trustees bio book. The assistant will be present at the start of meetings to make certain that food, beverages, copies of appropriate documents, and technology is prepared. They will also be the Head of School's representative when visitors or prospective employees arrive; arrange transportation and schedules and guide them through transitions throughout the day. Anticipate upcoming meetings of the Head and prepare appropriate documents or files. Initiate and schedule a weekly meeting with the Head of School to arrange priorities. Communicate with the Head prior to communicating with Trustees or other important constituents. Draft and/or edit, as requested, written communication from the Head to assure that there are no typos, misspellings, grammatical or content errors. Coordinate vacation schedule with the Head to ensure consistent coverage of the Head's Office. Analyze practices such as recordkeeping systems, forms control, and office layout, creating new systems or revising established procedures to maximize efficiency. Locate and compile information and format reports, graphs, tables, records and other sources of information using various software applications. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Arrange travel for the Head of School and other administrators, as requested. Manage all expenses for the Head of School's budget as well as the office budget and reconcile monthly charges on the Head of School's credit card account. Reserve rooms and make food service, room setup, and audiovisual arrangements for all meetings. Other duties as assigned.

Requirements include experience in an executive assistant role, preferably in an educational or nonprofit setting. Excellent organizational, interpersonal, and communication skills. Proficiency in Microsoft Word and Google Suite applications as well as general aptitude for learning new applications and software. Ability to manage multiple priorities and adapt to changing situations and schedules. Ability to maintain professionalism and confidentiality. Experience liaising with multiple stakeholder groups such as Trustees, students, parents, employees, vendors, etc.