Executive Assistant to the Associate Head of School for External Relations

Executive Assistant to the Associate Head of School for External Relations

Los Angeles, CA 90049

Overview

Salary Range $90,000.00 - $95,000.00 Salary/year Position Type Full Time

Description

Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the School we build today, our mission is to educate our children so they can surpass us.

Position Overview

The Executive Assistant to the Associate Head of School for External Relations provides high-level administrative, operational, and project support to ensure the smooth and effective functioning of the Associate Head's office. This role is responsible for managing complex calendars, coordinating meetings and events, preparing materials and communications, and serving as a key connector across divisions, departments, and external partners. The Executive Assistant exercises excellent judgment, discretion, and professionalism while handling confidential information and representing the Associate Head of School with warmth and clarity. This position reports directly to the Associate Head of School.

This position requires exceptional organization, strong written and verbal communication skills, and the ability to anticipate needs, manage competing priorities, and execute details with accuracy. The ideal candidate is proactive, solutions-oriented, and thrives in a fast-paced school environment where relationships, responsiveness, and follow-through matter.

Responsibilities

Executive & Calendar Management

• Serve as primary point of contact for Associate Head of School
• Manage complex, high-volume calendars; anticipate conflicts and proactively resolve scheduling challenges
• Prioritize requests and safeguard executive time in alignment with institutional priorities
• Coordinate meetings, events, and travel logistics
• Maintain professional flexibility to support urgent matters, leadership needs, and institutional events beyond regular office hours when necessary

Communication & Stakeholder Engagement

• Draft and edit executive-level communications, presentations, and correspondence
• Filter and manage incoming communications with discretion and sound judgment
• Communicate on behalf of the Associate Head of School with students, parents, faculty, Trustees and donors
• Serve as liaison between departments, including External Relations, Academics, Student Services, Operations, and Human Resources
• Address and problem-solve stakeholder inquiries with professionalism and tact

Meeting, Event & Project Management

• Support and help execute the annual institutional Roadmap process
• Oversee scheduling and logistics for External Relations Retreats and Office Meetings
• Plan and coordinate External Relations Leadership meetings
• Prepare agendas, briefing materials, and documentation
• Record meeting notes and track follow-up action items to ensure accountability
• Support off-hours institutional events, including but not limited to Back-to-School Night, Admissions events, Challah Bake, Donor Events and Graduation

Travel & Expense Management

• Register for conferences and coordinate team involvement
• Coordinate travel
• Develop detailed travel itineraries and manage last-minute adjustments
• Process and submit expense reports accurately and in a timely manner

Confidential Support

• Gather, prepare, and submit confidential documentation
• Prepare and manage sensitive student and personnel records
• Maintain strict confidentiality and discretion in all matters

Strategic & Organizational Support

• Collaborate with the Executive Assistant to the Head of School and Executive Assistant to the Head of School of Academic Affairs on cross-institutional initiatives
• Support hiring processes for assistant roles, including interview coordination and onboarding
• Partner with Human Resources to facilitate candidate visits and recruitment logistics
• Conduct research to inform leadership decision-making and institutional strategy
• Cultivate and support external partnerships as needed

Qualifications

• Four years of experience as an administrative assistant in a school setting or equivalent.
• Highly proficient with Mac, Google Workplace, standard office equipment and generative AI.
• Experience working independently and as a highly collaborative team player.
• Experience operating with and the ability to maintain strict confidentiality.
• Experience planning, prioritizing, and leveraging strong organizational skills.
• Strong interpersonal, verbal, and written communication skills, and able to interact effectively with a wide variety of people/roles.
• Strong attention to detail.
• Ability to work in an office environment with frequent interruptions.
• Other related duties as assigned.