Reporting to the Head of School, the Executive Assistant supports the Head of School’s daily office and school operations. The Executive Assistant plans and manages most major school events and acts as the liaison between the Head of School and students, parents, trustees, faculty, staff and the external consultants and vendors. This position is full-time and is eligible for our complete benefits package.
The responsibilities of the Executive Assistant include the following:
- Provide day-to-day administrative assistance to the Head of School, including calendar management, meeting preparation and organization, answering phones, writing emails to trustees, visitors, parents, faculty and staff, sorting and prioritizing mail, and preparing correspondence and reports as required, including maintaining multiple contact lists and files.
- Plan, coordinate and oversee events including school opening, closing, closing exercises and award ceremonies for multiple divisions, annual dinners, all school faculty and staff meetings and celebrations, curriculum evenings, PA class social gatherings and Photo Day.
- Select, secure and manage the outside vendors, and work with and manage our own A-S Maintenance and Kitchen Staff in connection with all events. Also, work closely with our Communications Team and Parents Association to ensure events run smoothly.
- Plan and coordinate all meetings of the Board of Trustees, including compiling, distributing, and curating meeting materials, maintaining the A-S Board of Trustees website portal, and writing/recording the meeting minutes and facilitating any additional Board gatherings such as retreats and social functions.
- Coordinate and schedule Trustee Board Committee meetings in concert with Business, Communications and Development offices, and the trustees and their assistants.
- Work as a liaison with the Development Team to schedule and support all donor prospect meetings that involve the Head of School, including follow-up solicitation telephone calls and emails.
- Work with the Communications Team to ensure that meetings and events are included on the School’s Master Calendar and submit information about these events for inclusion in the ASpect or a pushpage.
- Make travel and conference arrangements for Head of School and Division Heads;
- Collect and organize applications and nominations for faculty grants, and coordinate acknowledgement for various student awards.
Experience and Skills
- Experience as an executive assistant and/or as an event manager in a school or non-profit organization
- Experience executing a variety of administrative tasks such as creating and maintaining records, managing a variety of projects and events, and managing executive and board calendars
- Experience writing minutes, emails, pushpages for publication and general correspondence
- Familiarity with software and technical applications including the Microsoft Office Suite, Outlook, and Google Applications
- Experience with Mail Merges and Excel
- College degree strongly preferred
- Strong verbal communication and interpersonal skills, including the ability to collaborate with, and manage others
- Solid writing and proofreading skills
- Ability to thrive in an environment requiring versatility, adaptability and resourcefulness
- Ability to prioritize effectively and work autonomously in a self-directed manner with attention to detail
- Willingness to undertake simple and complex tasks with equal enthusiasm and energy
- Excellent judgment and discretion in responding to urgent, confidential matters
- Understanding of the culture and community of an independent school
- High energy, creativity, a sense of joy, and the ability to make this position their own are important qualities to bring to this role at Allen-Stevenson
Please visit The Allen-Stevenson School website for additional information.
To explore this opportunity, please send a cover letter and resume to email@example.com.
The Allen-Stevenson School actively seeks to forward diversity goals through its process of hiring faculty and staff.