Executive Assistant to Head of School

Description

Position Purpose: Performs and coordinates administrative duties in support of the Head of School, Chief of Staff, and Board of Trustees. Performs highly responsible, varied and complex secretarial and delegated administrative duties requiring a high level of discretion and organizational skill as well as considerable knowledge of the Academy and its programs.

Reports to: Chief of Staff and General Counsel

Essential Duties and Responsibilities

General:

• Manages all aspects of the Head of School’s complex calendar including scheduling and confirming appointments and ensures seamless coordination of the Head of School’s personal and professional calendars and responsibilities.
• Intakes all meeting requests and consults with the Chief of Staff prior to scheduling. 
• Screens communications to the Head of School including emails and telephone calls, and uses independent judgment to determine those requiring priority attention. 
• Manages the Head of School’s email inbox including sorting to ensure emails are responded to in order of priority. Uses professional discretion to forward emails to members of the Leadership Team and others as appropriate for response.
• For both internal and external correspondence: responds to letters and general correspondence of a routine nature; composes responses to more complex and/or confidential correspondence for final review by the Head of School.
• Manages the Head of School and Chief of Staff’s budgets, submits credit card reimbursements, and reviews budget expenses to ensure expenses are coded appropriately and within budget.
• Makes preparations for all meetings involving the Head of School and/or Chief of Staff and any non-staff member including room reservations, email reminders ahead of time, preparation of coffee and other hospitality needs.
• Manages purchasing and stocking supplies, refreshments, and snacks for the SDC administrative office supply room and kitchenette.
• Attends all Leadership Team meetings and takes detailed notes.
• Assists with Strategic Plan and accreditation documentation as needed. Compiles and inputs survey data requested by independent school organizations and accrediting bodies in consultation with the Chief of Staff.
• Handles a variety of special projects as assigned by the Head of School and Chief of Staff.
• Other duties as assigned, including, but not limited to supporting occasional evening and weekend Academy events. 

Event Scheduling and Coordination:

• Assists with booking & approval requests for use of certain Soli Deo Center (SDC) theater spaces in consultation with CPA Arts Administrative Assistant.
• Processes approval requests for use of the SDC conference rooms.
• Assists with set up and planning for Academy-wide faculty and staff inservice days, including room and tech reservations, decorations, food & refreshments, etc.
• Manages logistics for academy-wide faculty and staff events - both on- and off-site - including but not limited to scheduling, reservations, dining, and entertainment.
• Manage logistics for all Leadership Team retreats and off-site events including but not limited to scheduling, gathering reference documentation, purchasing supplies, coordinating meals, refreshments, arranging travel, lodging, gifts, and technology needs, etc. 
• Coordinates and books all travel for the Head of School and Executive Leadership Team for conferences and other events.

Board of Trustees:

• Schedules and makes preparations for all regular meetings of the Board of Trustees & Board Committees. This includes coordinating meals, refreshments, technology needs, etc.
• Manage logistics for all Board of Trustees retreats and off-site events including but not limited to scheduling, purchasing supplies, coordinating meals, refreshments, arranging travel, lodging, gifts, and technology needs, etc. 
• Attends and takes detailed notes at Board retreats to ensure accurate recordkeeping of discussions.
• Serve as liaison between the Parent Connect Chair and the Academy and assists Parent Connect as needed with event set up and coordination for events held at the Academy (i.e. Parent Connect training, developing volunteer registrations on SignUp.com, etc.)
• Maintains historical records of board terms of office, officer appointments, board member contact information, etc. 
• Assists in compiling data for the Board of Trustees dashboard and coordinates and compiles information from all divisions to create the Quarterly Report for each Board of Trustees meeting.

Knowledge, Skills & Abilities: 

• Excellent interpersonal skills.
• Excellent verbal and written communication skills and attention to detail.
• Exceptional problem-solving and critical thinking skills; Ability to anticipate needs and proactively develop solutions.
• Outstanding organizational and project management skills. 
• Demonstrated ability to collaborate and work as part of a team.
• Ability to handle sensitive material and information of a highly confidential nature requiring utmost discretion and confidentiality.
• Highly proficient in Microsoft Office Suite (Word, Excel, Powerpoint, etc.), as well as Google suite (Gmail, Calendar, Sheets, Slides, Forms, etc.)
• Demonstrated ability to be proactive and take initiative, manage multiple priorities, and work under tight deadlines.

Requirements

Qualifications & Requirements:

• At least 5 years of related experience supporting a high-level executive, or similar project management experience strongly preferred.
• Experience in K-12 schools preferred.
• Bachelor’s degree preferred.

All employees must commit to performing their duties in accordance with the stated mission and purpose of the school, CPA 101, CPA Policies and Procedures Manual, and the Westminster Confession of Faith. All employees must be evangelical Christians and active members of an evangelical Christian church.

____________________________________________________________________________________

All of the above duties and responsibilities are essential job functions for which reasonable accommodation will be made. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. The position description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodation.

Christ Presbyterian Academy provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, national origin, age, disability, military status, or other protected classes as prohibited by law, excluding religion. The Academy reserves the right to make employment decisions on the basis of the individual’s religion.