Saint Mary’s School is an independent, Episcopal, college-preparatory, boarding and day school for girls in grades 9–12. The School is the fourth oldest girls’ boarding and day school in the country and is located on a beautiful 23-acre campus which is within walking distance to many restaurants and attractions of downtown Raleigh.
Raleigh-Durham, NC is ranked as one of the best places to live in the United States by US News & World Report.
The Institutional Executive Assistant serves as the Chief of Staff to the Head of School and point of first contact for the Board of Trustees. They also assist with school reception duties, serving as front desk liaison to Campus Security and point of first contact for visitors and callers as well as for students and their families during check-in and check-out.
Primary responsibilities include providing executive support for institutional leadership and the Board of Trustees, as delegated by the Assistant Head of School for Finance and Operations, as well as supporting the Head of School and the Office of Admission.
Responsibilities also include welcoming campus guests, ensuring they are greeted in accordance with our school culture, and efficient, effective operation of the main phone system for the school,
Primary Responsibilities
- Executive support for Board of Trustees meetings and communications:
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- Supports the Board Chair in all Board-level communications.
- Coordinates, schedules, plans, and executes all Board meetings and events, and supports the leadership team liaisons for all Board Committee meetings and events.
- Maintains files and records for all meeting minutes, charters and objectives, confidentiality statements, bylaws, and other Board and Board Committee materials.
- Assists with the preparation for Board Meetings, including leading on tracking, monitoring, and following the progress of open action items, providing substantive and executive assistance with drafting agendas, managing the calendar and process for board materials preparation, producing a final draft of the Board Book and loading the information into the board portal and managing portal documents and assisting with the production of accurate Board minutes at each meeting.
- Provides executive support to the Board of Trustees, including correspondence, agendas, and all logistics for meetings, retreats, and events.
Chief of Staff to the Head of School
- Assist the Head of School in calendar management.
- Draft, review, edit, and distribute internal and external communications.
- Prepare briefing materials, presentations, and reports.
- Coordinate cross functional projects that are initiated from the Head of School office.
- Assist with travel arrangements.
School Reception Coverage (1pm – 5pm Daily)
- Provide a positive first point of contact for all visitors and guests to campus.
- Greet and assist visitors with visitor badges; ensure they are logged into the visitor management system, adhering to proper security protocols, and guided to the proper location.
- Manage student check in/checkout for late arrival and early dismissal throughout the school day.
- Coordinate prospective students, parents and other guests’ campus visits.
- Respond with questions from the public and current/prospective families.
- Receive and distribute deliveries; hold deliveries until they can be picked up.
- Be knowledgeable about activities on campus in order to direct visitors/callers.
- Provide telephone support for entire campus community including but not limited to providing general information to callers, maintaining the campus switchboard, and routing calls appropriately and timely.
- Maintain a positive, welcoming, and pleasant demeanor to all constituencies; contribute positively to employee and student morale.
- Follow opening and closing procedures to secure the front door to Smedes and keep Security updated.
- Maintain reception team schedule, coordinate substitutes for times when unable to be at the front desk and schedule training rotations for all substitutes.
Administrative and operational responsibilities
- Create and print name tags for various campus events, including all Admission events.
- Perform routine database updates as needed, including maintaining employee directories and biographies for both internal and external needs.
- Assist with maintaining records, distribution, and collection of student parking passes.
- Perform other duties as assigned by the Head of School or the Assistant Head of School for Finance and Operations.
- Perform weekend and night responsibilities to support the life of the residential community and the academic program as required by your position or requested by your manager/supervisor.
This job description in no way states or implies that these are the only duties to be performed by an employee in this position. Employees are required to follow other job-related instructions and to perform other job-related duties requested by those authorized to give instructions or assignments.
Qualifications
- Bachelor’s degree in Business Management, Public Relations, Hospitality or related field and three (3) years’ experience in a professional work environment or an equivalent combination of education and experience.
- Ability to interact positively with wide range of individuals.
- Strong computer skills and excellent Microsoft Office skills (Outlook, Excel, PowerPoint, Word). Google Docs, One Note preferred. Database experience a plus.
- Ability to learn new technology.
- Exceptional problem-solving skills.
- Ability to plan, organize, and coordinate multiple tasks and meet deadlines.
- Maintain professional personal appearance.
- Detailed oriented.
- Exceptional verbal and written communication skills.
- Ability to maintain confidential information.
Physical Requirements and Work Environment
- Generally works in standard office conditions and climate.
- Ability to sit and/or stand for extended periods of time.
- Standing, bending, reaching and moving about to coordinate work.
- Some walking up and down stairs.
- Works in an environment dealing with a wide variety of challenges, deadlines and a diverse array of contacts.
- May work at a desk and computer for extended periods of time.
