Executive Administrative Assistant

Administrative Assistant To The Head Of School

The Executive Administrative Assistant to the Head of School provides high-level administrative, organizational, and communication support to ensure the efficient operation of the Head of School's office. This role requires professionalism, discretion, attention to detail, and the ability to manage multiple priorities while supporting executive leadership, staff communication, and school-wide initiatives. Applicants must have prior experience as an executive administrative assistant.

Essential duties and responsibilities include:

• Providing comprehensive administrative and executive-level support to the Head of School to ensure efficient daily operations and effective leadership support.
• Serving as a professional representative of the Head of School by responding to inquiries, managing office traffic flow, and maintaining a welcoming and organized office environment.
• Managing and coordinating the Head of School's calendar, schedules meetings as needed, prioritizes requests, and prepares Wednesday and Friday folders for efficient weekly planning.
• Monitoring the Head of School's email, printing and flagging important communications, drafting responses when directed, and ensuring timely follow-up.
• Drafting staff communications and official correspondence as requested.
• Preparing, editing, and assisting with presentations, PowerPoints, surveys, agendas, and other written materials for staff, parents, and leadership teams.
• Coordinating staff culture initiatives, including staff birthday recognition by preparing cards, ordering gifts, managing gift card audits, and submitting monthly audit logs.
• Maintaining a welcoming and well-stocked office environment for the Head of School, including snacks, beverages, coffee, and supplies.
• Performing weekly upkeep of the Head of School's office and conference room to ensure a clean and professional space.
• Ordering lunches for on-campus meetings and making reservations for off-campus meetings and events.
• Managing mail distribution and office correspondence.
• Registering Executive Team members for conferences, workshops, and professional development opportunities, including travel arrangements as necessary.
• Supporting professional development tracking by entering CEUs into VectorPD.
• Updating and maintaining the school schedule binder on an annual basis for Head of School.
• Assisting the Executive Assistant to the Head of School with additional projects as needed to support school operations and priorities.

Requirements include:

• Associate or bachelor's degree preferred, similar or equivalent executive administrative assistant experience required.
• Strong organizational and time-management skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Excellent customer service and interpersonal skills, with the ability to interact professionally and courteously with staff, parents, students, and visitors.
• Clear and effective verbal and written communication skills, including the ability to draft professional emails, correspondence, and basic reports.
• High attention to detail with accurate recordkeeping, follow-through, and task completion.
• Proficiency in common office technology and systems, including email, calendars, word processing, spreadsheets, and presentation tools (Microsoft Office and/or Google Workspace).
• Ability to work independently with minimal supervision while also collaborating effectively as part of a team.
• Flexibility and adaptability to changing priorities, schedules, and school needs.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.