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 Schools 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