Executive Assistant to the Head of School

The Governor's Academy, Byfield, MA

Accredited by NEASC

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Job Summary

The Executive Assistant provides executive level administrative support to the Head of School and facilitates the smooth functioning of the Academy. The Executive Assistant organizes, coordinates, and performs administrative duties requiring independent judgment, discretion, and confidentiality.

Essential Job Duties and Responsibilities

·      Manage 4 employees in the Main Office including the day and evening receptionists; institute best practices to ensure that the school is well-represented both externally and internally facing; maintain day and evening receptionist schedules

·       Manage the Head’s calendar and schedule in such a way as to reflect his highest priorities; ensure that the Head is fully briefed and prepared with appropriate materials for meetings and events; field inquiries from and arrange for meetings with parents, alumni and all constituents; arrange all travel; reserve meeting spaces; track meeting attendance as needed; and arrange for refreshments 

·      Prepare and manage reports, briefing materials, correspondence, proposals, and related documents; draft memoranda, announcements, and correspondence for the Head’s review and signature

·      Manage the Head’s Office budget; submit expense reports; order office supplies; determine technology needs 

·      Triage all mail (electronic and postal) sent to the Head; respond to certain types of mail as his representative

·      Provide support, including collecting detailed follow up information, in response to incoming telephone calls and other inquiries for the Head

·      Oversee inquiries that come into the Main Office and advise on appropriate response, including providing information and/or referring individuals to other staff members

·      Provide comprehensive support to the Academy’s Board of Trustees: attend all board meetings, and committee meetings as requested; plan all logistics and materials for trustee meetings; provide support for onboarding new trustees, including updating orientation materials, and ongoing support to ensure that trustees are fully prepared and briefed for board and committee meetings; maintain trustee committee rosters, distribution list and directory.

·      Participate as an Executive Team member: coordinate with Head to prepare agenda for meetings; track long and short term goals and objectives for the Executive Team; ensure that next steps are assigned to appropriate team members; take and prepare minutes; plan Executive Team retreats

·      Commencement: working with the Academic Office, prepare commencement activities including all logistics and preparation for graduation speaker; coordinate and prepare awards, prizes and diplomas

·      Work with the Business Office with Moulton Award and Service Awards processes

·      Responsible for maintaining and securing confidential information and files located in or associated with the Head’s Office 

·      Assist Head with arranging special events on campus, including dinners in the Head’s residence (Mansion House); Senior-Faculty dinners, and campus social events; schedule stays in the guest wing in conjunction with the Head’s spouse 

·      Faculty contracts: working in close communication with the Academy’s Business Office, assist Head with drawing up, distributing, and tracking faculty contracts; schedule one on one faculty meetings with Head as necessary

·      Work closely with Director of Advancement to help prioritize Head’s stewardship and fundraising efforts

·      Work closely with Office of Marketing and Communications to help draft Head’s communications

·      Special projects: work with Assistant Head of School to complete the Academy’s accreditation process with NEASC

·      Other duties and special projects as assigned

Qualifications and Skills Required for the Position

·      Bachelor’s degree preferred

·      5-7 years of experience with increasing responsibility

·      Excellent verbal and written communication skills and the ability to communicate with a broad range of constituents and key stakeholders

·      Discretion and the ability to handle confidential and sensitive matters appropriately

·      State-of-the-art computer skills: Google platform; Microsoft Office applications such as Excel, Word and PowerPoint; previous experience using customer relationship management systems like Veracross and Raisers Edge preferred; strong management, negotiation and project management skills 

·      Ability to prioritize and remain flexible and efficient while working in a highly organized fashion

·      Experience managing a budget

·      An open and collaborative work style

·      A positive outlook and a sense of humor

·      A high level of integrity and a strong work ethic

·      Successful completion of a criminal records background investigation

Supervision Received

Reports to the Head of School

Supervisions of Others  

The Executive Assistant will supervise and train the day and evening receptionists, and ensure a high level of professionalism.

Work Environment

·       The Main Office is a busy work environment in which there is a significant amount of personal interaction

·       The Executive Assistant must be flexible, enthusiastic, hard-working and responsible

·       This is a salaried position and must be available to work a minimum of 40 hours a week to complete his or her work

·       The Academy is a non-smoking campus

To Apply:  To apply for the Executive Assistant to the Head of School position, please click here.

***Nothing in this Job Description restricts The Governor’s Academy’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that it can be terminated by the employee holding the position or by the Academy at any time, with or without notice or cause.***  

  • Executive Assistant