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NEIA ∕ Careers ∕ Executive Assistant to the Head of School

Executive Assistant to the Head of School

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Position Summary

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Reporting to the Head of School, the Executive Assistant provides high-level support by organizing, scheduling, researching, compiling, and analyzing daily activities and information for the Head of School. The EA serves as a source of information, while providing smooth operation of day-to-day activities of the HoS office for students, parents, staff, Board of Trustees, visitors, and the community.

The salary range for this position is $75,000 – $85,000 based on education, experience, and qualifications.

Essential Duties and Responsibilities

Head of School Office Management 

  • Understand and anticipate the Head of School’s needs regarding preparation for and scheduling of all activities.
  • Support logistical arrangements and orchestration of all meetings and activities, including travel both domestically and internationally.
  • Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts.
  • Act as liaison for the Head of School within the school community.
  • Coordinate and implement events for the Head of School including graduation, all school staff meetings, professional day activities, and miscellaneous other gatherings.
  • Track Head’s commitments to various professional organizations (local and national) and assist as needed.
  • Draft letters for signature based on notes or other directions given.
  • Efficiently support the goals of the school in a variety of unanticipated ways.
  • Serve as a reliable and trusted partner with high integrity.

Board of Trustees Support

  • Coordinate schedules, agendas, and details for Board of Trustees meetings, Board Retreat, and Annual Board meetings, draft agendas and support documents for Chair and Head, record minutes, maintain trustee website, committee, and other contact lists.
  • Coordinate schedules, agendas, and details for Board of Trustees meetings and Board Retreat.
  • Supports the Board and Head of School in coordinating special initiatives such as task forces, visiting committees, or forums.
  • Assists in tracking Board membership terms and orchestrating acknowledgement of Board service.

Emergency Protocols and Attendance

  • Assist in the implementation of emergency protocols and procedures, including drills and real-life situations.

General Administrative Duties

  • Order office/school supplies for the Head of School office, when necessary. Partner with the Business Office to reconcile billing against budget reporting.

Qualifications

  • Use independent judgment in performing the responsibilities of the position.
  • Juggles competing priorities and pivots quickly as needed.
  • Make sound choices in ambiguous situations and solve issues with reason and calm in times of crisis.
  • Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
  • Highly organized with multi-tasking capability.
  • Ability to communicate effectively with others, demonstrating superior speaking and listening skills.
  • Excellent writing, editing, and proofreading skills.
  • Strong proficiency in Google Environment, Excel, and database programs; willingness to stay current in technology skills.
  • Meeting and event management experience.
  • Executive calendar management.
  • Support and enable the Head to manage time effectively.
  • Work to build and maintain the overall morale of those within the school.
  • Maintain professional boundaries in regard to the handling of privileged information.
  • Work a flexible schedule, including an occasional evening, weekend, or early morning.
  • Required to be available to work during the long weekends in October and February, as students will be on campus.
  • Ability to maintain confidentiality.

Education and/or Experience

  • High school diploma required; Associates or Bachelor’s degree preferred.
  • 5 years of experience as an executive administrative assistant and/or comparable role.
  • Experience in an educational setting is preferred.

Supervisory Responsibilities

The Executive Administrative Assistant does not supervise any other employees at NEIA.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
● Regularly required to stand/sit for extended periods
● Regularly required to bend, lift, push, kneel, crouch, crawl, stoop.
● Regularly required to lift and/or move up to 10 pounds.
● Capable of adapting to frequent changes in position through the workday.
● Hearing and speaking to understand and exchange information in person or on the
telephone.
● Speaks clearly, so listeners can understand.
● Uses hands and fingers for manipulation, and uses a computer keyboard, educational tools, play equipment, and performs first aid and CPR.
● Specific vision abilities required include close vision, distance vision, color vision, and depth perception.