Executive Assistant to the Head of School and Board of Directors

Job Description

Job Description

Summary

Wayland is an independent, coed college preparatory school for boarding and day students (grades 9 - post-graduate), founded in 1855. The school’s rich, rigorous academic program features exceptionally small classes, capstone projects at every grade, active STEAM, media studies, environmental science, and student success programs, and an array of AP offerings. The diverse and welcoming school community brings together students from across the United States and more than 25 other countries in an intimate learning environment, with a student-faculty ratio of 6:1. Wayland’s historic campus is located in the heart of the Midwest in Beaver Dam, Wisconsin—just 40 miles from Madison and 60 miles from Milwaukee.

Essential Functions

The Executive Assistant to the Head of School and Board of Trustees works to ensure the smooth operation of the office and board meetings. Responsibilities essential to this function include:

Head of School Office

• Provide confidential, professional support to the Head of School, including travel arrangements, maintaining appointments, calendar, and expenses.
• Schedule Leadership Team meetings, one-on-one meetings, and Student Facing Meetings.
• Coordinate and organize traditional school activities like the holiday party and employee picnics.
• Record, distribute in Microsoft Teams, and maintain the Leadership Team minutes.
• Send birthday greetings to Wayland employees and constituents.
• Coordinate the start of the school employee schedule and student check-in day
• Assist the Head of School with the Wayland Academy Safety Plan and CrisisGo
• Perform other duties assigned by the Head of School

Board of Trustees

• Serve as the Executive Assistant to the Board of Trustees, which includes assisting with the agenda, gathering documents for the meeting, attending all meetings, recording the meetings, and typing the minutes of those meetings.
• Coordinate Board Meetings: including hotel reservations, layout, catering, and materials needed.
• Maintain up-to-date lists of all Board Members and the Committees of the Board of Trustees.
• Maintain On Board
• Maintain the Board of Trustees Binder for each fiscal year.
• Assist the Board Chair with the onboarding of new trustees.
• Perform other duties as assigned by the Board Chair/Board of Trustees.

Dean of Students

• Coordinate the start of school information and input it in Blackbaud.
• Coordinating prefect interviews
• Coordinate meals in dorms as needed
• Track and change over the AOD phone
• Data entry
• Assist with Mentor Lunch and Lunch at a Table prep as needed

Wayland Academy expects all staff to be fully engaged in the school's life and mission on campus. To that end, the Employee is encouraged to take meals in the dining hall, participate in Wayland Academy community events, and, in general, is expected to be a positive role model for students.

Travel Required

• Overnight out-of-state travel for school-related business may be assigned.
• Unless otherwise explicitly agreed upon by the Head of School, the employee must have a valid driver’s license, three years of U.S. driving experience upon hire, and maintain the motor vehicle records standards as set forth by the employee handbook.

Competencies

• Highly organized and planning skills
• Highly detail-oriented
• Excellent judgment
• Professionalism
• Effective verbal/written communication
• Absolute confidentiality
• Project management
• Problem-solving
• Use of technology in McKinstry Conference Room and Hamar Conference Room
• Compassion for students and colleagues, with a high level of cultural competency

Qualifications:

• Minimum 3+ years of administrative experience.
• Expertise with Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Minimum of an Associate degree.
• Highly organized and detail oriented.
• Sound judgment and flexibility to prioritize and handle multiple assignments at any time while maintaining commitment to deadlines with little to no direction.
• High level of integrity and discretion to handle confidential information.
• Ability to lift 25 pounds.

Supervisory Responsibilities

The position may occasionally supervise students or student groups.

Working Conditions

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment is usually moderate.
• This position may occasionally require evening and weekend hours to support meetings, events, and other school activities. Advance notice will be provided whenever possible.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to walk, stand, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
• Regular and predictable on-site attendance is an essential job function and a prerequisite to perform other functions of the job.

Work Authorization

• Employee must be authorized to work in the United States of America.
• Employee must provide identification documentation, provide a list of all states/countries of residence over the past seven years, and pass a comprehensive consumer background check (criminal, department of motor vehicle, credit, and others as needed) prior to employment.

Affirmative Action/EEO statement

Wayland Academy is committed to a workplace free of discrimination. Wayland Academy cannot and will not tolerate discrimination based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age protected genetic information, status as a parent, marital status, political affiliation, or retaliation. In addition, Wayland Academy will not tolerate any type of harassment, either sexual or nonsexual, of any employee or applicant for employment.

Other Duties

Employee may have reasonable duties and responsibilities assigned to him/her by the Head of School or primary supervisors that is deemed in his/her sole discretion to be desirable to the smooth functioning of the Wayland Academy programs.