Executive Assistant to Head of School

Position Purpose

To advance the purpose of Hill Country Christian School, execute the school’s Mission, and uphold our Core Values by providing high-level, comprehensive administrative and organizational support to the Head of School.

Accountability

Reports to the Head of School

FlSA Status

Non-Exempt, Full-Time

Skills

• Excellent interpersonal, written, and verbal communication skills to engage effectively with faculty, staff, parents, board members, donors, and other community stakeholders.
• Strong administrative and organizational abilities
• Exceptional administrative abilities, strict attention to detail, and a high capacity for multi-tasking and project management.
• Advanced skills in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar), project management software, and school database systems.
• Absolute confidentiality and professionalism when handling sensitive personnel, financial, and student data.
• Ability to interact with high-profile stakeholders with a high degree of confidentiality
• Skill in managing difficult conversations or sensitive grievances from community members with patience, empathy, and absolute confidentiality.

Qualifications

• Minimum of 5 years of similar or related experience
• Must be a Christ-follower who upholds, in word and deed, the Hill Country Christian School of Austin’s Core Values and Statement of Faith.
• Must faithfully attend a church whose fundamental beliefs are in agreement with the Statement of Faith of this school.
• Proficiency in working with computers and software, especially Microsoft Office and Google platforms.

Responsibilities

Executive Support & Calendar Management

• Manage the Head of School's calendar, ensuring intentional prioritization of meetings, appointments, and school events.
• Serve as the primary gatekeeper and liaison for the Head of School, screening incoming calls, emails, visitors, and correspondence with professionalism and care.
• Coordinate all travel arrangements, itineraries, and expense transactions for the Head of School.
• Prepare meeting agendas, record, transcribe, and distribute detailed meeting minutes as required.

Stakeholder Management & Community Relations

• Act as a visible ambassador for the Head of School's office within the school and the broader local community.
• Act as a welcoming, professional, and Christ-centered ambassador for the Head of School’s office. Gracefully manage inquiries, escalate sensitive parent concerns to the appropriate administrator, and help facilitate resolutions in alignment with Matthew 18 principles.
• Serve as the primary administrative point of contact for the Board of Trustees. Coordinate logistical arrangements for board and committee meetings, compile and distribute monthly board packets, and maintain official, confidential governance records.
• Foster positive internal culture by streamlining communication between the Head of School and the faculty/staff. Coordinate internal appreciation initiatives, staff meetings, and professional development logistics.

Office Operations & Event Management

• Coordinate and execute logistics for special events hosted by the Head of School (e.g., recruitment dinners, faculty appreciation meals, parent breakfasts).
• Track and manage the budget for the Head of School’s office, processing invoices and handling purchase requisitions.
• Cultivate a warm, professional, and Christ-centered environment within the executive suite. Ensure the office is consistently prepared to receive guests, managing all hospitality details.

Special Initiatives

• Other duties as assigned

Physical Requirements

• Must be able to remain in a stationary position the majority of the time.
• Frequently move about inside campus buildings and outside on the grounds.
• Operate a computer much of the time and frequently a copy machine.
• Must be able to exchange accurate and professional information whether in person, via email, or via telephone. Frequently communicates with co-workers and others.
• Possess physical stamina required to fulfill the professional obligations of the specific faculty assignment. Occasional lifting of 5 to 20 pounds.
• Must be flexible and adapt to various schedules and administrative changes.
• Ability to work in a semi-open office setting with frequent interruptions.
• Possible exposure to a variety of childhood and adult diseases and illnesses.