Job Title: Executive Assistant to the Head of School

  • 12-month position
     
  • Hours: Monday to Friday 8 AM - 5 PM
     
  • Competitive salary based on experience and qualifications

 

The Position

The Executive Assistant to the Head of the School is responsible for the maintenance of efficient day-to-day general school operations, including administrative clerical support. Directly responsible to the Head of School, the position also includes assisting the admissions coordinator, business manager, and faculty as needed.

 

Responsibilities include but are not limited to the following:

Scheduling

  • Schedule meetings for the Head of School and the Board of Directors, parents, educational and health professionals and others.
  • Maintain calendars for the main office, Head of School and parents.
  • Coordinate annual parent-teacher conferences.
  • Coordinate and attend parent nights.

Reception

  • Be the first point of contact for all calls and emails to the school.
  • Screen calls and emails and distribute messages to the Head of School and faculty.
  • Greet visitors.
  • Communicate with students’ transportation companies as necessary.

Mail

  • Sort and route incoming mail.
  • Responsible for all outgoing mail including student reports, standardized tests, transcripts, IEP progress reports, general mailings and marketing materials.

Office Management

  • Maintain and purchase office supplies.
  • Forward invoices, checks, and POs to the business office.
  • Responsible for building services such as organizing the servicing of office equipment, drinking water delivery and secure shredding.

Maintenance of Student Records and Files

  • Ensure all student records are up to date and filed appropriately, as per DESE privacy and security requirements.
  • Record student attendance daily.
  • Sort and process alumni records annually.

Communication, Fundraising, and Development

  • Update the school website with current news and events.
  • Create and distribute the school’s monthly newsletter.
  • Coordinate advertisements / listings in various educational publications.
  • Track donations and distribute thank you letters.

Admissions

  • Support the Admissions Coordinator with all necessary paperwork including sending information to prospective families, tracking admissions forms and sending out acceptance packets.
  • Maintain admissions calendar.
  • Greet prospective families on weekly visiting days.

College Transitions

  • Update college resources for students annually.
  • Produce and distribute all transcripts for high school students.
  • Send relevant documents to colleges via the Common App.

 

Skills and Qualifications:

  • Must be willing to work in a controlled-chaos environment and like bright, quirky junior high / high school students.
  • Bachelor’s degree and 3+ years relevant experience or equivalent combination.
  • Experience working in a school environment a plus.
  • Highly organized with demonstrated ability to effectively prioritize tasks.
  • Exceptional interpersonal skills and ability to communicate tactfully with a diverse population.
  • Ability to handle confidential information appropriately.
  • Strong computer skills, including Google Workspace, MS Office and Apple Mac software. Willingness and ability to learn new software programs and technologies quickly (such as design and web content tools).
  • Commitment to supporting a small faculty and “wearing many hats”.
  • Sense of humor a must!