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Executive Assistant to the Head of School

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Position: Executive Assistant to the Head of School

Department: Head of School

Reports to: Head of School

FLSA Classification: Non-Exempt (Hourly)

Full/Part-time: Full-time (12 months)

Date Posted: April 23, 2021

Start Date: June 7, 2021


About St. James School:

Founded in 2011, St. James School is a unique faith-based middle (grades 4-8) school in the Episcopal tradition, serving students from the under-resourced Allegheny-West neighborhood of North Philadelphia. The School serves students and families who are most in need, providing a full scholarship to every student. We develop our students' moral and spiritual selves and their intellectual, physical and creative gifts. Students benefit from small class sizes, an extended day, robust art and music programs, extensive social-emotional support, and a comprehensive High School Placement and Graduate Support Program. Learn more at: www.stjamesphila.org

Commitment to Anti-Racism Education:

So if anyone is in Christ, there is a new creation: everything old has passed away; see, everything has become new! All this is from God, who reconciled us to himself through Christ, and has given us the ministry of reconciliation. (2 Corinthians 5:17-18)

St. James School is committed to partnering with others to dismantle systemic racism and to build an antiracist multicultural diversity within our school community and beyond. Through teaching a more complete and non-biased history, St. James School will arm students, graduates and employees with the tools and knowledge to better engage complex issues like systemic racism and privilege and to hopefully solve them rather than contributing to them.

Position Description:

The Executive Assistant to the Head of School provides a full range of administrative and strategic support to the Head of School. The Executive Assistant also holds the responsibility for oversight of the Head’s office, functioning as both an extension of the Head and ensuring both responsiveness, efficiency and warmth, so that everyone feels welcomed, respected, and well served. In addition, the Executive Assistant provides administrative support to the Board of Trustees, limited support to Department Leaders, leads the School’s health insurance benefit plan, on and off boarding of employees, and manages a variety of special projects.

Essential Functions:

  • Serves as a representative of the Head of School, answering questions, resolving ssues, and making connections, always ensuring the Head and the School are represented in a professional, hospitable, and responsive manner
  • Provides extensive support to the Head of School, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the Head of School
  • Serves as receptionist for the office of the Head of School: greets guests, answers phones and emails, and responds to questions from faculty, staff and visitors
  • Manages Head of School’s business communication (phones, email, and mail) applying necessary judgment to determine priorities and importance
  • Maintains the Head of School’s online calendar in Google Calendar; prioritizes requests for the Head of School’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances
  • Establishes systems to ensure the Head of School is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner
  • Prepares purchase orders and processes invoices for goods and services for Head of School approval, working with the Business Office to ensure timely processing and payment
  • Maintains and manages an organized and logical filing system for all electronic and paper documents
  • Manages Head of School’s business communication (phone, email, and mail), applying necessary judgement to determine priorities and importance
  • Makes and manages all travel arrangements for the Head of School, including airline and hotel reservations, conferences and meeting registrations, transportation, etc.
  • Organizes and coordinates catered luncheons and other events
  • Attends and prepares minutes for meetings of the Board of Directors, Executive Committee, and Board Committees
  • Prepares the agenda, gathers committee/department reports, and collates, compiles, and packages meeting materials for emailing to the Board of Directors prior to each board meeting
  • Provides administrative support to the Board of Directors, including correspondence, agendas, filing minutes/notes for Board meetings, careful maintenance of board documents, and all logistics for meetings, retreats, and events
  • Works with Department Leaders to coordinate workflow, facilitate projects, and plan meetings and retreats
  • Draft and edit articles, correspondence, emails, presentations and speeches
  • Anticipate what information and materials will be needed by the Head of School for various routine presentations
  • Coordinate school-wide information with Department Leadership Team: Chaplain, Principal, Director of Finance and Administration, Director of Student and Family Service, Director of Advancement, Director of Graduate Support
  • Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head of School
  • Help to manage budget for Head of School office, submitting Head of School's receipts and other appropriate paperwork to the business office.
  • Make memorial contributions, order flowers, send sympathy cards and purchase gifts for various occasions as needed or requested.
  • Inventory and secure all Head of School letterhead, office and miscellaneous supplies
  • Performs other duties as assigned by and in support of the Head of School

Human Resources Responsibilities:

  • Collaborates with the Director of Finance and Administration on the annual process for Letters of Intent, Letters of Hire, Annual Employment Confirmation letters and periodic employment related changes throughout the year
  • Drafts and mails out (as requested) letters to new-hires and existing staff
  • Collaborates with Director of Finance and Administration on human resources related matters
  • Maintains scrupulous files of the draft letters (Word & PDF versions) and the returned signed copies
  • Maintains personnel files, ensuring each file is complete at employment commencement
  • Meets with new hires to request they complete required employment paperwork docs
  • Is the point person and is in regular contact with PAISBOA HBT (the Philadelphia Area Independent School Business Officers Association Health Benefit Trust) regarding all changes, deadlines and new details regarding the School’s health benefits
  • Manages the Church Pension Group/Fidelity Health Benefits Plans and lay/clergy retirement benefit plans regarding all enrollment, changes, deadlines and new details
  • Manages employee contribution determinations during the annual Open Enrollment period (September 1 through September 25), when staff re-enroll for medical insurance coverage for the new plan

Qualifications/Experience:

  • Proven experience as an Executive or Administrative Assistant; experience in a private school setting is preferred
  • Superior organizational skills, project management experience and logistical skills.
  • Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, colleagues, parents, alumnae, volunteers, donors, trustees, and the public
  • Deadline driven, solid time management abilities and ability to prioritize work
  • Adaptability, honesty, self-reliance, teamwork, dependability, flexibility, willingness to listen and learn, work ethic, determination, persistence, problem-solving skills, loyalty, and congeniality are essential
  • Proactive problem solving, both detail-oriented and flexible, demonstrating mature judgement and the ability to maintain confidentiality and composure under pressure
  • Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy
  • Advanced understanding and ability to use computers and technology including Microsoft Windows and Office products, including a proficiency in the ability to mail-merge in Word and perform basic functions and formulas in Excel; prior experience with Blackbaud is preferred
  • Proficiency in the use of basic office equipment such as printers, copiers/scanner, VoIP phones, OpenVPN, and network servers
  • Bachelor’s degree is required
  • Must successfully complete background screening and verification

Physical Requirements and Work Environment:

  • Regularly works in standard office conditions and climate
  • Regularly uses close and distance vision, including working at a computer screen for extended periods of time
  • Frequently required to move around the office; works at a desk for extended periods of time; occasionally moves around campus
  • Ability to occasionally move items weighing up to 30 lbs. across the office or campus
  • Works in a highly stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
  • Ability to regularly work flexible hours to support the Head of School with emergent and urgent items and to meet deadlines; position will require some non-traditional work hours, including occasional nights and weekends

Equal Opportunity Employer:

St. James School is an equal opportunity employer and makes employment decisions on the basis of merit. St. James School seeks to have the best available person in every job. St. James School policy prohibits discrimination based on race, color, creed, sex, marital status, age, national origin, physical or mental disability, medical condition, ancestry, religion, sexual orientation, or any other consideration made unlawful by federal, state, or local law, ordinance, or regulation. This policy applies to all terms and conditions of employment, including hiring, training, promotion, discipline, compensation, benefits, and termination of employment. All unlawful discrimination is expressly prohibited.

Position: Executive Assistant to the Head of School

Department: Head of School

Reports to: Head of School

FLSA Classification: Non-Exempt (Hourly)

Full/Part-time: Full-time (12 months)

Date Posted: April 23, 2021

Start Date: June 7, 2021


About St…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Job Type
    Contract
  • Start Date
    July 12, 2021
  • Application Deadline
    June 30, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Executive

Benefits

Employee Benefits:

  • Medical/Prescription/Dental/Eye Care Insurance Coverage through a group health maintenance organization (HMO) health insurance plan (AISBOA HBT)  
  • Defined Contribution Plan through The Church Pension Fund
  • Available Professional Development and Continuing Education funds
  • Paid breaks and holidays include Labor Day, Veteran’s Day, Thanksgiving (3.5 days), Christmas break and New Year’s Day, President's Day, Spring Break (1 week), Memorial Day (2 days), June Break (1 week) and August Break (2 weeks)
  • Wellness Benefit covers expenses for gym membership
  • Spiritual and Religious resources (e.g. spiritual direction, theological study, school and community masses, community building)
  • Free Lunch Benefit available daily as part of the School’s school-wide community lunch program
  • Paid cell phone for work related communication 

Employee Benefits:

  • Medical/Prescription/Dental/Eye Care Insurance Coverage through a group health maintenance organization (HMO) health insurance plan (AISBOA HBT)  
  • Defined…

Location

Temporarily Remote
Work must be performed in or near Philadelphia, PA
Associated Location
3217 W. Clearfield Street, Philadelphia, PA 19132, United States

Apply to This Job

Instructions:

Application Requirements:

Qualified candidates should send a resume, cover letter and salary requirements for consideration to Dave Kasievich, Head of School, at dkasievich@stjamesphila.org. We regret we cannot respond to every applicant. Only those of interest will be contacted. 

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