Supervised by Head of School; reports to Head of School; member of Crisis Management Team and Administrative Team.
Areas of Responsibility:
• Prepare Head’s correspondence
• Schedule meetings, conference calls, dinners, and retreats
• Ensure Head’s calendar is up to date
• Inform Senior Leadership Team of Head’s travel schedule
• Contact conference centers, vendors, restaurants, and transport services
• Ensure proper accounting of Head’s budget lines
• Maintain confidential personnel, student, and other office files
• Prepare contracts, letters of agreement, and stipends
• Interface with all departments in events planning
• Interact with students
• Provide accurate information for school publications
• Proofread school publications
• Attend meetings/prepare and distribute minutes
• Oversee preparation of the Schoolwide Report for production
• Prepare mailings for faculty and other constituencies
• Serve as organizational support for recruitment
• Distribute and collect annual perception studies for all constituents
• Support Board of Trustees
▬ Prepare Board mailings
▬ Communicate with Trustees
▬ Handle all aspects of Board meeting setup
▬ Keep Board documentation up to date
▬ Prepare and maintain record of Board Meeting minutes and resolutions
▬ Prepare Board Manual for new members and update annually
• Oversee Commencement Weekend events
▬ Order diplomas
▬ Communicate with parents of seniors
▬ Prepare scripts for Head of School
▬ Oversee setup of dais
▬ Purchase awards/gifts
▬ Organize awards and diplomas for distribution
▬ Contact speakers, prepare agreement letters, arrange transportation and accommodations
• Excellent writing and communication skills
• High degree of accuracy and tolerance for detailed work
• Comfort with web technology and standard computer programs
• Ability to take initiative, to work well on deadline, and to follow through
• Sense of humor and ability to work well in a team
• Appreciation for and comfort with children and young people
• Alignment with the mission of the school
• High-level organizational skills
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
Design – Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
Business Acumen – Understands business implications of decisions; Aligns work with strategic goals.
Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and is ethical; Upholds organizational values.
Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Strategic Thinking – Develops strategies to achieve organizational goals; Understands organization’s strengths & weaknesses; Adapts strategy to changing conditions.
Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality Management – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Uses equipment and materials properly.
Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan; maintains the confidentiality of sensitive information.
Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation – Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and to type, as well as to travel broadly around the campus. Specific abilities required by this job include close vision and hearing.
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate.
Please send a cover letter and resume to firstname.lastname@example.org.