Executive Assistant to the Head of School - San Mateo, United States - Episcopal Day School of St. Matthew

Description

Episcopal Day School of St. Matthew seeks an Executive Assistant to the Head of School. The role of Assistant to the Head of School is an extension of the Head of School's office responsible for high-level administrative support to the Head of School and general support of school-wide projects and tasks. This work includes strategic calendaring for the Head of School, master school calendar ownership, and relationship management with proper sensitivity, both internally and externally. The individual in this role represents the school with a positive attitude and enthusiasm for the mission of the school.

Skills and Abilities:

• Internal drive to work hard with a "no job is too small" and "How can I help?" attitude
• Capacity to maintain confidentiality
• Adept relationship development skills and a high EQ
• Familiarity and comfort interacting in a school environment
• Ability to work as a member of a team and motivated by a mission-driven culture
• Strengths in project management and process development
• Strategic thinking with an ability to keep cross-functional goals on track with diplomacy and confidentiality
• Instincts to know when to ask questions and what questions to ask
• Ability to unflappably juggle many projects at once
• Collaborator who is not afraid to suggest new ideas while being open to feedback and refinement
• Effective time management skills with an ability to manage, organize, and prioritize work
• Excellent oral and written communication skills
• Professional appearance
• Attentiveness to details and accuracy
• High proficiency with MS Office (Word, Excel, PowerPoint, Outlook, Google Suite) accompanied by a willingness to learn new technologies
• Ability to work independently with minimum supervision
• Ability to synthesize disparate material in the course of completing a project
• Ability to handle sensitive information discreetly and interact tactfully with staff, faculty, students, parents, and other school constituents while maintaining high standards of professionalism, confidentiality, and integrity
• Flexibility with the special needs associated with an academic calendar and schedule
• Ability to display strong initiative, internal motivation, and a willingness to take on responsibilities beyond those explicitly defined.
• Ability to present with warmth and a good sense of humor and demonstrate a united front

Roles and Responsibilities:

Management and Leadership

• Loyal partnership with the Head of School with an eye toward providing practical support that makes the Head's busy days manageable
• Ambassador for Episcopal Day as an extension of the Head of School and often the first point of contact with the school
• Management and coordination of calendaring for the Head of School in the context of ever-shifting priorities
• Effective gatekeeper with the ability to represent the best interests of Episcopal Day and the Head of School diplomatically
• Liaison for all administrative projects, personnel connections and key school initiatives
• Primary contact and coordinator of guest relations and visits including candidates for teaching or administrative positions, outside consultants, and special guests
• Essential member of the school's Emergency Preparedness Task Force
• Point person to collaborate with peer schools, partner organizations, outside organizations and community contacts
• Manage the Head of School engagement with the administrative team including setting regular meetings with individual team members and taking minutes at administrative team meetings
• Prepare documents and correspondence on behalf of the Head of School
• Oversee all school calendars
• Oversee all school and church-wide space and events needs
• Utilize technology tools for support with master efficiency and detail in areas such as calendaring and relationship management
• Maintain relationships with internal teams and external partners serving as the contact for requests in the absence of the Head of School and/or members of the Senior Administrative Staff
• Manage school-wide projects to include, but not limited to, recruitment and onboarding coordination, church/school schedule and relations, graduation event planning elements, personnel tracking and changes, and mandated annual reporting

Board of Trustees

• Serve as the primary support for the Chair of the Board of Trustees and Head School with regard to Board matters
• Manage on-going communication with individual trustees to ensure effective two-way communication, responding promptly and accurately to questions and requests
• Set up meetings for the Chair of the Board that per their requests
• Work with the Chair of the Board and Head of School to set the annual calendar for Board meetings, Board Committee meetings, and Executive Committee meetings
• Maintain confidential trustee and Board records
• Gather information from administrators and trustees for monthly Executive Committee and Board meetings and distribute them to the officers (Executive Committee) or trustees (Board meetings)

Set up the Conference Room for Board meetings including necessary technology, food and name plates. Do the necessary setup details for zoom meetings as well.

• Assist with the details of the annual Board retreat (location, food, set up and breakdown) and any other Board-related events and social occasions

Human Resources

• Support Leadership Team members to assist in hiring for open positions (helping to post job listings, responding to job inquiry emails from interested candidates, etc. as needed)
• Maintain accurate job descriptions for all roles on campus
• Provide Employment Applications and Reference Check forms to potential candidates
• Assist with onboarding of new employees through the collection of new hire paperwork requirements and new employee orientation
• Assist with the employee exit process, including collection of exit paperwork requirements

Physical Requirements and Work Environment:

• Work is in an active, fast-paced environment dealing with a wide variety of challenges, deadlines, and various contacts.
• Must be able to move safely and comfortably over a large campus regularly.
• May work at a desk and computer for extended periods of time (up to 9+ hours per day).
• Work primarily in a traditional climate-controlled office environment and outside in weather ranging from cold and wet to hot (80+ degrees).
• Ability to safely and occasionally lift up to 30 lbs. And regularly lift up to 10 lbs.
• Regularly sit, talk, walk, hear and interact with students, parents, staff and visitors.
• Regularly use close and distance vision.
• Turn, bend, reach and occasionally use a step ladder.
• Must comply with all state vaccination requirements, including, but not limited to COVID-19 or proof of eligibility for exemption.

Salary:

This is an exempt position in light of the key responsibilities, qualifications, and background required to be the Executive Assistant to the Head of School, as outlined in the position description. Salary is dependent upon qualifications and experience.

Episcopal Day School offers a generous benefits package, is committed to equitable hiring practices, and enthusiastically encourages professionals of all backgrounds to apply.

Episcopal Day School of St. Matthew Mission Statement

The School's mission is to inspire, through an academically challenging course of study, the intellectual curiosity, confidence, moral courage, and character that prepare students to be leaders of positive change in the world.