Description:

Position Summary

The Avery Coonley School seeks an experienced Executive Assistant to the Head of School. The Executive Assistant to the Head of School works closely with the Head of School and the Board of Trustees to provide crucial administrative support, project management of discrete projects, and thought partnership for a dynamic office. The ideal candidate will have a positive approach and the ability to learn quickly. This individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies. The Executive Assistant must be highly organized and able think critically and offer solutions to problems with a high level of professionalism. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment.

Requirements:

Responsibilities

Maintain a welcoming presence in the Office of the Head of School
Support the Head of School in all areas of school life to ensure the continued smooth operation of the school.
Serve as the primary "gatekeeper" for internal and external constituencies on all matters pertaining to the Head of School's office, including those of a highly confidential nature.
Manage the Head of School's calendar by prioritizing a strategic schedule of appointments with good judgment and discretion taking into account the day-to-day school calendar. This includes scheduling meetings and distributing reminders.
Ensure that materials and necessary preparations are in place and/or uploaded to the appropriate platform for early or evening meetings such as Board and Board Committee meetings.
Answer, screen, and route phone calls as appropriate.
Manage and respond to appropriate outreaches on behalf of the Head of School's office.
Manage the expense reconciliation for the Head of School.
Support and assist with the coordination of logistics and planning (to include room set-up, meals, technology needs, and materials) for Board, Board Committee, leadership, and all-school faculty & staff meetings, including retreats, professional development days, opening & closing days, special annual and seasonal events (e.g., annual faculty and staff parties, new faculty & staff welcome events, Head of School Teas, other major school events, etc.).
Maintain a proactive approach to anticipating the needs of the Head of School, including the preparation for and scheduling of all activities.
Take minutes at Board Meetings and create and distribute Board materials.
Create Board of Trustees calendar for approval
Take minutes and prepare agendas for weekly Senior Leadership Team meetings.
Maintain school associated memberships and help coordinate participation in association surveys.
Other administrative duties as assigned by the Head of School

Qualifications

Bachelor’s degree from a four-year accredited institution. Advanced degree preferred.
Five or more years of experience serving in a similar role at an educational institution or non-profit organization.
Independent school experience preferred.
Approachable and collaborative, possess effective communication and problem-solving skills.
Excellent writing and communication skills.
Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts.
Ability to demonstrate sensitivity, good judgment and confidentiality in working with all the School’s constituencies.
Strong working knowledge of Microsoft Office, Adobe Acrobat Pro, and specialized school data systems.
Excellent listening skills – able to listen to students and parents, understand and quickly respond effectively to their requests
“Can do” attitude and ability to work as part of a team
Ability to receive feedback and engage in continuous self-improvement
Ability to adapt to a dynamic, rapidly changing work environment
Ability to build positive relationships with all important constituencies
Ability to work collaboratively and across teams, departments, and divisions
Ability to multitask and prioritize tasks to ensure that those of highest importance are completed in a timely manner
Firm belief in personal accountability, producing measurable outcomes, and sustaining high expectations

Anticipated start date: July 7, 2024