Executive Assistant to the Head of School

Executive Assistant To The Head Of School

Congressional School seeks an Executive Assistant to the Head of School who will support the Head of School and other select members of the leadership team with administrative assistance. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Head of School. The Executive Assistant also serves as a liaison to the board of directors and leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be proactive and enjoy working within a high paced environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant must be someone who naturally takes the initiative, proactively manages the Head's calendar and the Head's priorities, and maintains a high professional demeanor at all times.

Essential Duties And Responsibilities

Head Of School Support

• Completes a broad variety of administrative tasks for the Head of School including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the Head of School's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Head of School's time and office.
• Communicates directly, and on behalf of the Head of School, with Board members, families, donors, and others, on matters related to Head of School's initiatives and priorities.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Head of School, including those of a sensitive or confidential nature. Suggests appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Business's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior staff.
• Works closely and effectively with the Head of School to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Head of School updated.
• Provides leadership to build relationships crucial to the success of Congressional School, and manages a variety of special projects for the Head of School, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Head of School's ability to effectively lead.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Organizes lunches/dinners and other special events as needed.
• Ensures that thank you cards, flowers, and gifts are given when appropriate. Provides recommendation when such a gesture should be taken and follows through till completion.
• Proactively participates as an adjunct member of the Leadership Team including assisting in scheduling meetings, attending all meetings, drafting preliminary agendas, taking minutes, and managing action items.
• Assists in coordinating the agenda of senior leadership team meetings and off-sites, and all staff meetings.
• Follows up on contacts made by the Head of School and supports the cultivation of ongoing relationships.

Board Support And Liaison

• Serves as the primary liaison between the Head of School and the Board of Trustees, providing support for meetings, retreats, and board activities, including scheduling and overseeing full board and committee meetings and other Board related events. Other responsibilities in support of the board include, but are not limited to, the following:
• Preparing agendas and meeting materials, including board reports.
• Taking and distributing meeting minutes and agendas.
• Acting as a resource to Trustees and staff regarding board business.
• Assisting the Head of School with board communications.
• Adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

Requirements

• Bachelor's degree
• Minimum of five years executive administrative experience
• Demonstrated ability to work in a diverse and inclusive environment
• An ability to work in a joyful, collegial and collaborative environment
• Warmth, compassion, cultural competency, and a growth mindset
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Supervisory experience. May be required to supervise other clerical staff members.