Executive Assistant to the Head of SchoolReports to:
Head of SchoolClassification:
Exempt (Full-Year; Professional Staff) Guidelines for Daily Hours:
8:30 a.m. – 5:00 p.m. Primary Responsibilities:
The Executive Assistant to the Head of School is responsible for managing the Head of School’s Office and providing support to the Head of School, the Board of Trustees, and the Board Chair. The Executive Assistant partners closely with the School Logistics Coordinator to execute special projects and initiatives that emanate from the Head’s Office and/or Board of Trustees. The Executive Assistant to the Head of School must exude professionalism in all dealings with internal and external constituencies and exercise discretion and independent judgment in managing sensitive and confidential matters for the Head of School and Board of Trustees.
_____________________________________________________________________________ Expectation of Employee Civility and Commitment
The Hamlin School seeks employees who will support and implement the school’s mission and Creed at all times. Hamlin employees are known for being caring, compassionate, collaborative, and dedicated professionals who treat their colleagues and supervisors with respect and who take seriously the daily care of Hamlin girls.
Hamlin girls are celebrated because of their curious minds, joyful work ethic, and intellectual tenacity in the classroom; moreover, the school is convinced that ensuring the girls’ academic growth is only one part of its work.
Hamlin employees also pay close attention to the girls’ social-emotional well-being, their physical and mental health, and their moral development. Hamlin employees, its teachers and leaders in particular, are committed to their own professional growth; as such, they pay close attention to the research and innovations that impact teaching and learning. All employees are expected to be flexible thinkers and nimble actors in support of the school’s overarching strategic goals and daily commitment to academic and ethical excellence. _____________________________________________________________________________ Primary Areas of Responsibility
1. Enhance the Head of School’s effectiveness by providing the Head of School necessary information and support and representing the Head of School to others.
- Schedule the Head of School’s daily appointments, meetings, and Grade 8 classes, maximizing productivity while at the same time ensuring quiet work time, breathing room, and connection to employees and students
- Handle the Head of School’s mail, faxes, voice mail messages, speaking engagements, and travel arrangements
- Ensure that breakfast and lunch are provided for the Head of School
- Provide administrative support for special projects (i.e. administrative searches, strategic planning, CAIS accreditation, new initiatives)
- Facilitate communication and cooperation between various Hamlin constituencies and between the Head of School and external colleagues and organizations
- Generate work orders and manage logistics for special HOS-related events (i.e. lunches with school guests or alumnae; shadow days for school leaders; parent coffees)
- Manage mid-year and end-of-year surveys by updating and distributing surveys, ensuring timely completion of surveys, collecting results, and preparing a report for the HOS
- Maintain Head of School’s connection to and the school’s memberships in professional organizations (BAISHA, Heads’ Network, NAIS, CAIS, etc.)
- Work with Head of School to coordinate recognition and reward of current employees (i.e. Penny Wheelock, births, marriages, holidays, end-of year appreciation)
- Complete projects by assigning work to receptionist when appropriate and following up on results
- Maintain privacy of the Head of School and the school community as a whole by keeping information confidential
- Perform other duties as assigned by the Head of School
- Reconciles Head of School business expenses and manages reimbursements
- Manage use of Head of School’s office space and Head’s House, coordinating logistics for school-related events
- Ensures that Head of School receives annual summary of Exit Interviews Manage meetings, travel, reimbursements, and preparatory materials for all appointments related to Wanda’s commitments outside of Hamlin (Columbia University Board, NAIS, CAIS, CATDC, etc.)
2. Provide support to the Board of Trustees and Board Chair.
- Coordinate the annual calendar of board meetings, committee meetings, and task force meetings
- Issue board meeting notices and materials; distributing pre-reads and agendas at least one week prior to board meetings
- Work with HOS and Board Chair to create board meeting agenda
- Work with administrators, faculty and board meeting guests to coordinate their presentations at board meetings or board committee meetings
- Oversee the process for committee assignments by soliciting preferences and organizing the data for HOS and Board Chair
- Prepare new trustees orientation materials, monthly board mailings, and any additional correspondence from Head of School and/or Board Chair to trustees
- Issue committee meeting notices and necessary pre-reads
- Attend full board meetings and prepare draft minutes for Head of School’s review
- Attend Committee on Trustees meetings and prepare draft minutes
- Generate work orders and manage logistics for Board-related events and meetings
- Prepare a report of the data received from the BOT/Board Chair/HOS evaluation surveys
- Maintain board files in accordance with corporate bylaws and legal requirements
- Track board meeting attendance for HOS and Board Chair
- Work with Head of School to coordinate recognition of departing trustees
3. Work in partnership with School Logistics Coordinator
Professional Skills and Personal Qualifications:
- Work closely with School Logistics Coordinator to ensure smooth daily operations
Strong written and verbal communication skills; scheduling (Google calendar); impeccable organization and time management; travel logistics; demonstrated ability to support and work in partnership with a high-energy leader in a fast-paced work environment; demonstrated ability to work as a member of a team and to work independently with little supervision; appreciation of diversity and demonstrated cultural competence—the ability to work well with students, families, and employees from different walks of life. Flexible, nimble thinker; thoughtful and efficient problem-solver; strong ability to look ahead and plan effectively, deftly anticipating and avoiding roadblocks. Joy for life and, particularly, for girls’ education; trustworthy; kind and approachable; sense of humor; morally upstanding.