Overview
Executive Assistant to the Head of School Jobs in Charlottesville, VA at St. Anne’s Belfield School
Full Job Description
Primary Responsibility:The Executive Assistant to the Head of School provides high-level administrative support by exercising substantial judgment and decision-making, attention to detail, professionalism, confidentiality, grace, and a sense of humor. The person in this role must be a creative problem solver and enjoy working in a mission-driven, fast-paced, and community-oriented environment. The ideal individual will write and speak precisely and eloquently, possess exceptional administrative and organizational skills, and have a demonstrated ability to prioritize amongst competing goals and objectives. The ability to work under pressure while handling a wide variety of activities is crucial to success in this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Executive Support
Completes a wide variety of administrative tasks for the Head of School (HOS), including, but not limited to:
Managing, prioritizing, and protecting a highly-active schedule of appointments, creating win-win situations for direct access to the HOS,
Completing expense reports and gathering information for annual reports,
Composing and preparing correspondence,
Keeping the HOS apprised of essential upcoming commitments and potentially sensitive issues, following up as appropriate,
Warmly welcoming visitors, including faculty, students, parents/guardians, volunteers, donors, and board members, and
Answering phones and directing incoming inquiries to the appropriate party as necessary in a positive and professional manner.
Event Planning
Directly manages or provides support for a variety of special events and projects for the Head of School and school-wide community, such as:
Annual community events like Convocation, Commencement, and Lessons and Carols,
High-level meetings and retreats for various constituencies such as the Board of Trustees, Senior Administrative Leadership Team (SALT), and committees assembled by the HOS, and
Special activities hosted by the HOS, such as priority guest visits, luncheons, and notable celebrations on and off campus
Administrative Leadership
Engages with administrative colleagues in a leadership capacity, initiating quarterly meetings and training and coordinating phone coverage when necessary.
With direction from the HOS and in collaboration with the Communications department, coordinates the School’s calendering process for internal and external events and
Contributes to scheduling internal event requests and room reservations for internal meetings.
Board Support and Liaison
With guidance from the HOS and Board Chair, serves as liaison to the Board of Trustees for all campus and off-campus constituencies. Manages all administrative matters related to the Board, including responsibilities like:
Creating agendas, related materials, presentations, and invitations for board meetings, retreats, and new trustee orientations,
Coordinating logistical needs such as space reservations, technology support, and food,
Gathering all notes, minutes, and presentations for distribution to board members and archiving in the board portal and internal drive, and
Maintaining updated board committee rosters, directory updates, and major dates calendars.
Characteristics Sought
Demonstrated ability to work both collaboratively and independently with diverse populations, including students, parents/guardians, faculty and staff, trustees, donors, volunteers, and government officials,
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Title: Executive Assistant to the Head of School
Company: St. Anne’s Belfield School
Location: Charlottesville, VA
Category:
