Executive Assistant to the Head of School and Board of Trustees

Job Description

Job Description

The Agnes Irwin School, an all-girls' Pre-K through 12th grade independent school in the Philadelphia suburbs, is committed to fostering the intellectual and personal growth of girls and young women. Providing its students with a rigorous academic education, AIS is dedicated to developing each student's highest potential in intellect, character, and physical well-being. 

The Agnes Irwin School is seeking a full-time 12 month position of Executive Assistant to the Head of School and Board of Trustees to start preferably August 24, 2026. Successful candidates will be committed to fostering the intellectual and personal growth of students through the mission of The Agnes Irwin School and the Core Values of Strive for Excellence, Lead with Character, Foster Trust and Community, Nurture Passions and Wellbeing, and Respect and Celebrate All.

The successful candidate will serve as a strategic partner, trusted advisor, gatekeeper, and project manager who anticipates needs, solves problems before they arise, and ensures the executive's time and priorities are managed with precision. The ideal candidate also exercises exceptional judgment, maintains absolute confidentiality, and thrives while managing multiple priorities and rapidly changing demands. This individual will interact regularly with trustees, senior administrators, faculty, parents, donors, consultants, and external partners, requiring professionalism, diplomacy, emotional intelligence, and executive presence.

This position is best suited for a highly resilient professional who enjoys serving as a strategic thought partner to a senior leader with exceptionally high standards. Success in this role requires adaptability, initiative, sound decision-making, and the ability to remain composed under pressure. 

Key Responsibilities:

• Manage the Head of School’s (HOS) and Assistant HOS’ calendar and commitments in a proactive, strategic and efficient manner prioritizing inquiries and requests while troubleshooting conflicts; managing daily priorities and scheduling to ensure seamless operations. 
• Oversee daily operations of the HOS Office by performing a variety of administrative tasks, including generating correspondence, document management, and track the HOS Office budget
• Manage the HOS’s schedule, meeting transitions, attention to project deadlines and act as the first point of contact for the HOS with parents, trustees and employees for the HOS
• Greet and coordinate a steady flow of visitors to the HOS office, and receive and respond to phone, print and electronic communications from all constituents of the AIS community
• Collect, organize, assimilate and communicate information to the HOS, enabling the HOS to make and act upon key decisions and/or be kept abreast of any matters for which timely feedback or action is required. Anticipate needs in advance of meetings, conferences, etc.
• Act as a liaison and provide administrative support to the Board of Trustees, Board Chair and Committee Chairs to include prep for all meetings, organization of all related materials both paper based and in online portal, attendance and support at meetings
• Plan, execute and manage the budget for “all staff” special events, professional day activities, commencement and Board of Trustees meetings and special events
• As support to the Senior Leadership Team, responsible for coordination, documentation and participation in the meetings, retreats, and other school-wide initiatives. Manage all contracts and projects connected with the HOS’s office (e.g. consultants, searches for leadership positions)
• Assume responsibility for managing and implementing projects, as directed by the HOS and Assistant HOS. Schedule campus visits for faculty candidates and make appropriate travel/hotel arrangements related to those visits. 
• Complete a broad variety of administrative tasks that facilitate the Head’s ability to effectively lead the organization, including assisting with short and long term goals, special projects, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• Contribute to a positive and professional office culture, embodying the school’s values in all interactions. Act as liaison for the Head of School and Assistant Head of School within the school community.

• Contribute to the PAIS five- and 10-year Accreditation processes by providing general support to the HOS/AHoS Office for all matters related to maintaining the School’s accreditation.

The Ideal Candidate:

• A highly skilled executive support professional with a proven track record of working with high-level leaders.
• A master of organization, able to juggle multiple priorities while maintaining attention to detail.
• A proactive problem-solver who anticipates challenges and identifies solutions before they arise.
• A discreet and trustworthy professional who handles sensitive information with the highest level of confidentiality.
• A team player with a positive attitude, exceptional interpersonal skills, and a sense of humor.
• Embraces the Agnes Irwin School’s mission to empower each girl to learn, to lead, and to live a legacy, and is ready to commit to an ethos that centers girls’ education.
• Regards collaboration as an essential component of professional growth and values working on a team
• Demonstrates cross cultural awareness and skills for engaging with and learning from people with diverse backgrounds and experiences.

Qualifications & Skills

• Bachelor’s degree preferred
• Minimum of five (5) years experience in an executive support function in a fast-paced environment, school or nonprofit experience is highly preferred.
• Ability to manage multiple assignments while meeting deadlines
• Strong communication, organizational, decision-making, problem solving and interpersonal skills 
• Expert proficiency with various technology applications, including Google products,  Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials, Zoom calls, etc. 
• Experience in project management, scheduling and/or event planning. Exceptional organizational skills and impeccable attention to detail.
• Demonstrated ability to consistently maintain a sense of perspective while responding to diverse and changing priorities, environments and personalities. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Experience dealing with sensitive and confidential issues
• Flexibility to attend evening and weekend events as needed.
• Proven experience working independently with limited direction

The Agnes Irwin School does not discriminate in any term or condition of employment on the basis of race, color, religion, sex, sexual orientation, ancestry, citizenship, national origin, age, disability, veteran status, genetic information or any other characteristic or status protected by federal, state or local law.