Executive Assistant to Head of School

The Executive Assistant provides personalized executive and administrative support to the Head of School (HOS). The ideal candidate has the ability to exercise good judgment and resourcefulness in a variety of situations and possesses strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is critical: ensuring that operations within the office are carried out with the highest level of quality, making recommendations for improvements, and developing workflow processes and procedures as needed. The Executive Assistant performs work that is confidential in nature. The Executive Assistant reports to the HOS.

This is a 12-month position which is exempt and therefore not eligible for overtime pay under

the provisions of the Fair Labor Standards Act.

Expectations & Requirements of this role

• Leadership and problem-solving skills.
• Strong work ethic coupled with an enthusiastic and passionate approach to one’s work. 
• Ability to carry on several simultaneous assignments, with close attention to schedules and deadlines.
• Outstanding organizational skills and high attention to detail.
• Ability to manage ambiguity and multiple priorities.  
• Ability to handle confidential and sensitive information. 
• Desire and ability to anticipate the needs of the HOS. 
• Proactive problem solver who demonstrates initiative. 
• Outstanding written and oral communication skills. 
• Ability to self-direct and prioritize among competing goals and to initiate process improvements.
• Flexibility and willingness to contribute when necessary to projects outside of own department.
• Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
• Proficient in Microsoft Office Suite, Google Workspace Tools, and video conferencing platforms (i.e. Zoom). 

The responsibilities of the Executive Assistant include (but are not limited to):

Head of School Support

• Supporting the HOS with scheduling meetings and appointments. Triaging the HOS time in accordance with school priorities. Keeping the HOS apprised of commitments and deadlines.
• Providing administrative support as needed.
• Screening and responding to calls, e-mails, and mail to the HOS; highlighting and prioritizing items of importance. Referring and handling routine matters on own initiative.
• Manage all scheduling and travel logistics for the HOS. 
• Complete monthly expense reports.
• Maintain strong relations with key stakeholders, including Board members, senior leadership, and staff.

Governance

• Facilitating and managing communications with the Board of Trustees.
• Working with the HOS to prepare packets for board meetings and disseminating information in advance of meetings.
• Maintaining the shared board folder.
• Ensuring compliance with the Open Meetings Act
• Handling logistics for board meetings and events.
• Taking minutes as needed at board meetings and committee meetings, and sending them to the HOS for review.
• Supporting the HOS in tracking and reporting progress on board initiatives.

Communications & Outreach

• Supporting the HOS with outreach to key stakeholders, including parents, staff, community members, and partner organizations.
• Supporting the HOS with parent and community outreach efforts.
• Organizing information and resources for visitors.
• Scheduling visitors and planning for visits, including communicating and coordinating with necessary staff.
• Training student ambassadors and developing and defining the student ambassador program at Capital City.
• Maintaining a master list of community partnerships, gathering details on partnerships from key staff, and communicating with partners as needed.

Strategic Initiatives/Projects

• Supporting key projects and initiatives with project management and administrative support.
• Other duties as assigned 

This position may be eligible for recurrent telework, dependent on supervisor approval.

Desired Qualifications:

• Bachelor's degree preferred
• Prior experience as an administrative assistant to a high-level executive is preferred
• Strong and professional oral, written and email communication skills
• Proficiency with databases, spreadsheets, word processing software and email (Capital City uses the GoogleSuite)
• Customer service oriented, dependable, show initiative, self-motivated and able to work independently as well as with and on a team
• Highly organized, demonstrate meticulous attention to detail
• Able to prioritize tasks and multitask on competing projects
• Flexible and able to adjust to unexpected schedule changes
• Willing to occasionally take on tasks outside of the normal routine
• Friendly, professional and comfortable interacting with a variety of people including vendors, colleagues, students and other professionals
• Spanish fluency preferred

In addition to the above requirements, staff members must meet the requirements of all hires at Capital City including a criminal background check and a negative TB test.