Executive Assistant to the Head of School
Reports to: Head of School
Hours: 40/week, year-round, non-exempt hourly position, eligible for overtime.
7:30 AM – 4:00 PM, Monday through Friday. There are a few evening and Saturday requirements.
The Executive Assistant to the Head of School has a multi-faceted role in school operations. The Executive Assistant must have excellent oral and written skills with the ability to communicate for clarity and understanding with a diverse population. The ideal candidate will be able to successfully manage a diverse workload and will excel at paying close attention to detail, maintaining confidentiality, and interacting professionally with constituencies including trustees, parents/guardians, teachers and staff, students, other independent school personnel, and school neighbors. They will be a proactive problem-solver, a strong community-builder, and a proponent of the OWS mission—To nurture and inspire students of high intellectual potential. Love of students, commitment to diversity and inclusion, and sense of humor are critical.
- Education and/or Experience: Associate degree required, bachelor's degree preferred with 5 years in an Executive Assistant role or similar related experience in typing, general clerical and/or training or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in a school setting strongly preferred.
- Interpersonal Skills: Takes initiative. Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with small children and public. Eager and willing to accept other duties as assigned. Maintain discretion and confidentiality.
- Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff or members of the community. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
- Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
- Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Careful attention to detail. Time management. Ability to take initiative in problem solving when needs reveal themselves. Ability to exercise good judgment and work in an environment with constant interruptions.
- Computer Skills: Proficiency in the usage of database software, internet software, e-mail, word processing and spreadsheet software; including but not limited to Word, Excel, PowerPoint, Teams, Outlook, and OneNote. Ability to learn new technologies and programs. Ability to type accurately and proficiently.
- Certificates, Licenses, Registrations: Certificates as determined by the school including ability to obtain a valid CPR/First Aid card.
- Takes initiative, seeks out ways to process improve and is highly organized.
- Successful user of technology; including, but not limited to Word, Excel, PowerPoint, Outlook, OneNote, and other applications. Ability to learn new technologies and programs.
- First Aid/CPR/AED certification.
- Establish and maintain cordial, flexible, and professional relationships with colleagues, families, and community partners.
- Maintain discretion and professionally handle sensitive and confidential information and situations.
- Meet high standards for punctuality and reliability.
- Meet deadlines, while managing interruptions and competing priorities utilizing successful time management skills.
- Careful attention to detail.
- Eager and willing to accept other duties as assigned.
Duties and Responsibilities:
Support for the Head of School:
- Organize and maintain Head of School’s appointment calendar with a comprehensive understanding of priority while protecting the Head’s time.
- Plan and set-up for all-school and Head of School events
- Manage and oversee the all-school calendar.
- Other duties as assigned.
Assistance to the Board of Trustees:
- Board Recording Secretary
- Attend monthly evening board meetings, take and publish official board minutes.
- Attend some committee meetings. Take and publish official minutes.
- Post and communicate information from the Head of School to the Board of Trustees.
- Proactively coordinate and maintain all board records.
- Coordinate food and hospitality for special events.
- With the Head of School’s direction, provide support to the Board of Trustees handling various administrative activities, a variety of correspondence and special projects, ensuring various school reports are completed in a timely manner.
- Organize and maintain Board utilized on-line systems, records, and archives.
- Other duties as assigned.
Create welcoming atmosphere in the school main office:
- First greeter for parents and visitors; welcome and sign in Admissions Tour guests.
- First responder to all incoming calls--handle general inquiries and route calls accordingly.
- Establish positive rapport with all parents/caregivers and especially those from other countries who may be unfamiliar with our customs.
- Maintain school calendars on the public and internal websites.
- Communicate and implement school policies and procedures.
- Process all incoming and outgoing mail and packages, including endorsing incoming checks. and monitoring postage meter.
- Assemble school mailings.
- Collaborate with Lower and Middle School Administrative Assistants for continuity across divisions in relation to, all school events, student & staff absences, and student health records.
- Oversee and support as needed Faculty interview days, collaborating with Lower and Middle School Administrative Assistants, to ensure each candidate is receiving a consistent K-8 interview experience.
- Open the Main Office daily at 7:30 AM.
- With Lower School Admin Assistant, ensure someone is in the office from 7:30-4:00.
- Maintain general school forms.
- Assist with applicant visits in January and February.
- Manage the school phone messaging and protocols in coordination with the Head of School, Technology Department, and phone system vendor.
- Copier maintenance: manage service calls, troubleshoot.
- Office supply ordering support.
- Always maintain a clean office environment, but especially in preparation for school events such as Admission tours, Open House events, and Curriculum nights.
- Assist in Lower School student first aid and medical needs, as a backup for the Lower School Administrative Assistant, including documenting and maintaining an accurate log consistent with School policies and notifying Administration and families of all students' medical treatments.
- Maintain and manage K-8 health information; Track and manage all immunization forms and prepare and submit yearly report to WA State DOH, generate student health reports to teachers.
- Track daily student & staff attendance, tardy arrivals/early dismissals.
- Support the school’s emergency preparedness plans with updating hard-copy policies and procedures throughout the school, and forms and documents maintained in emergency storage.
Compensation & Benefits:
Compensation for this role is dependent on a combination of education and experience, with the salary range being $29-33 per hour. This position is eligible for benefits, including school provided medical, dental, and vision insurance coverage. Eligible employees may make pretax or Roth contributions to the 403(b)-retirement savings plan and flexible spending accounts for health and dependent care expenses. The school is not easily accessible by public transportation.
Please submit a cover letter describing your interest in and qualifications for this position, your resume, and answers to the Diversity Commitment Questions below. Applicants must submit an answer to both of the following Diversity Commitment Questions as a single word or pdf document:
- How would you define diversity?
- Describe how you have demonstrated a commitment to diversity, equity, and inclusion in your current or prior job. If necessary, candidates can draw upon their experience in community organizations if professional experience is limited.
Please be prepared to provide 3-5 professional references and one personal reference if requested. If you are unable to apply online, you are welcome to fax your resume, cover letter, and answers to the Diversity Commitment Questions to 425-644-6320.
At Open Window School, we value a diverse and talented workforce guided by a common mission and identity. We are committed to building a community that is welcoming, inclusive, and respectful. We do not discriminate on the basis of race, gender, color, religion, creed, disability, sexual orientation, gender identity and expression, national or ethnic origin, or other status legally protected by local, state, or federal law.