Executive Assistant to Head of School and Associate Head of School

Job Summary

The Executive Assistant to the Head of School and the Associate Head of School will seek to support a strong administrative and organizational culture that embodies the School’s Quaker values and its mission.

The successful candidate will demonstrate a commitment to diversity, equity, and inclusion, as exemplified by their core responsibilities and by cultivating impactful relationships with students, families/caregivers, and colleagues. The role requires a high degree of organization, timeliness, follow-through, and attention to detail.

Employee Classification: Exempt

Position Type/Work Hours: Full Time

Reports to: Head of School and Associate Head of School

Supervisory Responsibilities: None

Core Duties/Responsibilities

Board of Trustees

• Schedules and sends invitations for Board meetings (June of the prior year)
• Processes confidential and conflict of interest document communications with Trustees (Sept)
• Puts together Board packet with approvals by HOS and Clerk (sent one week prior to BOT meeting)
• Sets up space for BOT meetings (day of the meeting)
• Arranges food for Board meetings (at least one month prior))
• Sends/receives Board communications
• Creates nameplates for board members (as needed)
• Manages communications, data, and documents for the Board of Trustees

Logistics/Administration/Tasks

• Arranges meetings for HOS and AHOS with parents, clusters, teachers, etc.
• Screens calls for HOS and AHOS
• Arranges coverage of arrival for HOS and AHOS
• Orders meals for visitors and school personnel, as needed
• Sets up food, schedules, and spaces for school events, like “Morning with a Friend,” Back to School Night, Concerts, Expos, and Faculty Work Week
• Sends gift baskets and flowers on behalf of HOS/ AHOS
• Purchases baby and wedding shower cakes and gifts
• Manages internal program-team “Time Off” calendar and reconciles entries with uAttend
• Prints progress reports for HOS and send edits back to teachers
• Arranges and prints schedule for candidates, visitors, substitutes, and guest teachers
• Serves as the point of contact for substitute teachers and substitute teacher staffing agencies
• Serves as recording clerk for meetings, as directed
• Orders stamps, office supplies
• Orders computers and peripherals for HOS and AHOS through the IT Operations Manager.
• Purchases and wraps present (as needed)
• Sets up doodle polls, surveys, and manages scheduling platforms
• Creates, scans, and formats documents, as needed
• Reconciles, submits, and manages HOS and AHOS receipts