Executive Assistant to Chief of Staff

Executive Assistant to Chief of Staff

Girard College - Philadelphia, PA 19121

Salary Range $70,000.00 - $75,000.00 Level Experienced Position Type Regular Full Time Education Level Bachelor's Degree

About Girard College

Girard College is a historic, full-scholarship, college-preparatory boarding school for students in grades 1–12 located in Philadelphia, PA. Founded in 1848 under the bequest of Stephen Girard, the College serves students from families with limited financial resources and is governed by the Board of City Trusts. Girard College is a place of opportunity, transformation, and leadership, with a deep commitment to academic excellence and character development.

Position Overview

The Executive Assistant to the Chief of Staff plays a critical role in supporting the daily operations of the Office of the President at Girard College. This position works in close partnership with the Chief of Staff to ensure the smooth coordination of executive priorities, communications, and administrative functions at the highest level of the institution.

The ideal candidate is a highly organized, discreet, and proactive professional who thrives in a dynamic environment and is deeply committed to Girard College's mission of providing transformative educational opportunities for underserved students. This role requires someone who anticipates needs, manages competing priorities with grace, and brings exceptional attention to detail and follow-through to every task.

The Executive Assistant reports directly to the Chief of Staff and works in close coordination with the President's Office team, Board of City Trusts staff, and senior institutional leaders.

Key Responsibilities

Administrative & Office Support

• Manage the Chief of Staff's calendar, scheduling, and travel arrangements, ensuring optimal use of time and alignment with institutional priorities
• Prepare, proofread, and format correspondence, reports, briefings, presentations, and other executive-level documents
• Organize and maintain filing systems, records, and confidential documents with a high degree of accuracy and discretion
• Screen and manage incoming communications — calls, emails, and requests — on behalf of the Chief of Staff, ensuring timely responses and follow-up
• Order and manage office supplies, equipment, and resources needed to support office operations
• Process expense reports, invoices, and reimbursements in a timely and accurate manner

Meeting & Event Coordination

• Coordinate and prepare materials for executive team meetings, Board meetings, Cabinet sessions, and other high-level convenings
• Take accurate minutes and notes during key meetings and track action items to ensure timely follow-up and accountability
• Assist in planning and executing institutional events, staff retreats, and campus visits
• Coordinate logistics for leadership transitions, including the presidential search and onboarding support for new hires

Project Management Support

• Support the Chief of Staff in managing cross-functional projects by tracking timelines, deliverables, and progress against institutional priorities
• Conduct research and compile information to prepare briefing documents, reports, and presentations for executive decision-making
• Assist in coordinating strategic planning activities, annual reporting, and accreditation processes

Stakeholder Relations

• Serve as a professional point of contact for internal and external stakeholders, including but not limited to Board members, partners, faculty, and staff
• Support the preparation and distribution of Board materials, meeting agendas, and governance documentation
• Manage logistics and communications related to meetings, committee sessions, and special engagements
• Help coordinate on campus activities and institutional partnership communications as directed

Office Continuity

• Anticipate the needs of the Chief of Staff and proactively address operational challenges before they arise
• Serve as a reliable resource and point of coordination for the broader President's Office team
• Maintain knowledge of institutional policies, procedures, and systems to ensure consistent and compliant office operations
• Assist with onboarding of new staff to the President's Office and support organizational restructuring efforts

Qualifications

Required

• Associate's degree required; Bachelor's degree strongly preferred
• 3–5 years of experience in an executive assistant, administrative coordinator, or office management role
• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills with a polished and professional presence
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools
• Ability to work independently and take initiative in a fast-paced, mission-driven environment
• Strong interpersonal skills and the ability to work effectively with diverse stakeholders at all levels

Preferred

• Experience supporting a senior executive in an educational, nonprofit, or public sector setting
• Familiarity with governance structures, Board relations, or institutional accreditation processes
• Experience with project management tools and CRM software
• Demonstrated commitment to educational equity and the mission of serving underserved communities

Key Competencies

• Discretion & Integrity: Handles confidential matters with sound judgment and unwavering professionalism
• Proactive Problem-Solving: Anticipates needs and takes initiative to resolve issues before they escalate
• Detail Orientation: Brings a meticulous eye to every task, from scheduling to document preparation
• Adaptability: Thrives in a dynamic environment and pivots fluidly between competing demands
• Relationship Building: Cultivates trust and rapport with colleagues, leadership, and external partners
• Mission Alignment: Deeply committed to the values and purpose of Girard College

Compensation & Benefits

• Medical, dental, and vision insurance
• Retirement plan with institutional contribution
• Paid time off and observed holidays
• Tuition remission benefit
• Professional development opportunities
• On-campus location in historic Philadelphia

Girard College is an Equal Opportunity Employer committed to diversity, equity, and inclusion.