Career Center
Port Orchard, Washington
Port Orchard, Washington
Port Orchard, Washington
OKINAWA, Japan
Posted: 09-Feb-23
Location: New York, New York
Type: Full Time
Salary: 90K -110K annually + benefits
Required Education:
The Quad Preparatory School
Executive Assistant to Head of School (Immediate Opening)
Classification: Exempt
Reports to: Chief Operating Officer
Annual Salary Range: $90,000 - $110,000
The Executive Assistant to the Head of School supports the Head’s leadership role and the Head’s daily operation of the school, short and long-term goals, and institutional projects The EA performs administrative and operational duties and handles a wide range of matters on behalf of the Head of School including strategic and high-level administrative duties of broad scope and complexity requiring outstanding professional ability, mature judgment, and a thorough knowledge of school programs and organizational structure.
The EA works in close partnership with the Head of School and is expected to develop recommendations that involve subtle, sensitive, and sophisticated matters and relationships.
The EA must be able to work independently on circumstances arising in all areas of the School.
RESPONSIBILITIES:
Head of School’s Office
- Mirrors the head’s principles of good practice (NAIS Principles of Good Practice - Head of School). (The NAIS Principles of Good Practice for member schools define high standards and ethical behavior in key areas of independent school operations).
- Embodies, promotes and communicates the school’s mission and core values, making it the center of all decisions and actions.
- Understands and promotes the standards and policies of the school, providing stewardship as standards and policies evolve.
- Respects, affirms, and protects the dignity and worth of each member of the community and exhibits moral and ethical behavior.
- Takes an active part in the full life of the school.
- Fosters a partnership between faculty and staff to create a positive environment for students’ academic and social-emotional learning.
- Sets professional boundaries, collaborating with constituents within those boundaries.
- Is a life-long learner who enhances his/her skills, using state-of-the-art technologies to maintain high standards of performance to efficiently and effectively produce work products.
- Acts as the Head of School's liaison to the Board of Trustees and Leadership Team.
- Serves as steward of highly confidential information and acts as a trustworthy liaison between the Head of School and internal and external stakeholders on key matters.
- Represents the Head of School, as appropriate, on certain committees and Task Forces.
- Reviews important correspondence (letters, emails) and drafts responses for the Head of School as appropriate, or forwards to the appropriate person for response and/or reply.
- Facilitates prioritization of key initiatives, goals, objectives and schedule.
- Oversees the management of the following functions for the Head of School's Office (While the details of these tasks may be managed by others, the EA is responsible for their oversight and execution):
- Calendar (In partnership with members of the Administration, prepare and manage the school calendar and other scheduled events; ensure that the events for which the Head of School's office has responsibility are planned and stewarded appropriately);
- Schedule (Schedule, maintain, and confirm the Head of School's appointments and calendar activities);
- Phone (Screens the Head of School's phone calls and takes messages);
- Travel (Makes domestic and international travel arrangements for the Head of School);
- Budget (Manage expenses for the Head of School's budget);
- Work Accountabilities (i.e. goals that need to be completed by Leadership Team and tasks that need to be executed throughout the year)
- Oversees special projects for the Head of School in support of institutional priorities. Assists in the coordination of schoolwide projects that cross boundaries between different leadership team members.
- Conducts research, prepares, drafts and revises analytical reports required by the Head of School.
- Assists the Head of School in developing reports, presentations, speeches, publications, talking points and educational materials.
- Partners with Head of School and Assistant Heads of School to oversee administrative elements of the strategic planning process.
Leadership Team
- Responsible for organizing, collecting, collating, and publishing annual goal documents for Leadership Team members including annual work plans, goals, and objectives and tracking progress towards their accomplishments.
- Coordinates for the Head of School the following in regard to leadership team: agendas for each team meeting, meeting technology, meeting notes, pre-meeting briefings (as appropriate), and memos/notes outlining follow-up actions for each team meeting in a timely manner.
Governance
- Serves as liaison to the Board of Trustees on matters not directly handled by the Head of School.
- Responsible for managing the distribution and archiving of board-related meeting notes and materials.
- Builds and coordinates with the Head of School and Board President the contents of agendas and materials for Board of Trustees meetings and Executive Committee meetings.
Note: Workloads and demands ebb and flow with seasons and situations, and it is expected that work outside of work hours will sometimes be required to manage surges and busy times of year.
To apply, please send a resume, personal statement/cover letter, list of three references (name, title, relationship, contact information), and any other documents that represent your candidacy in an authentic manner to peopleandculture@quadprep.org. Please put as subject line, Executive Assistant to Head of School. Thank you!
Want to learn more about Quad Prep? Connect with us!
***Note that all employees are required to be fully vaccinated and boosted for COVID-19. Medical and Religious Exemptions may be provided.***
ADA/AAP/EEO Statement: The Quad Preparatory School is committed to the full inclusion of all qualified individuals. We take steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact our People and Culture department at peopleandculture@quadprep.org.
The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.
To apply, visit: https://app.trinethire.com/companies/10791-the-quad-preparatory-school/jobs/72884-executive-assistant-to-the-head-of-school
REQUIRED SKILLS, EDUCATION & EXPERIENCE
- Bachelor’s and/or Advanced Degree
- Prior experience as an Executive Level Assistant and/or Project Manager
- School familiarity/experience preferred
- Exceptional writing talent along with impeccable copywriting, editing and proofreading skills.
- Exceptional verbal communications skills and ability
- Appreciation for and desire to work in a highly relational and values-centered environment; excellent interpersonal, teamwork, and diplomacy skills
- A personal communication style that is accessible, approachable, optimistic and welcoming,
- Strong personal values of compassion, patience and integrity
- Honed ability to manage confidential situations with confidentiality, discretion, respect, and sensitivity.
- Ability to flexibly adjust to demands in a fast paced and young organizational environment
- Superb attention to detail and accuracy
- Excellent Executive Functioning Skills
- Experience in engaging a diverse range of personas/needs within an organization
- Proven track record of handling multiple priorities and meeting deadlines
- Capability of being a strong decision-maker, able to use independent judgment with limited supervision
- Superb organizational and computer skills including: Microsoft Word, Excel, PowerPoint, Google Suite (Gmail, Google Calendar, Google Drive, Documents, Sheets, Slides), Blackbaud, Razors Edge, SchoolAdmin
- Familiarity and engagement with various social media platforms
