Executive Assistant to the Head of School

Summary of Responsibilities

The Executive Assistant to the Head of School provides critical administrative support to the Head of School and Board of Trustees through leveraging institutional resources and systems to ensure that the Head and Board can operate effectively and efficiently in their leadership roles. The Executive Assistant must develop strong, trusting relationships with community members, while also cultivating an appreciation for and understanding of Hackley’s unique culture. By learning about all facets of school and Board operations, the Executive Assistant to the Head of School can carry out and anticipate responsibilities. The Executive Assistant is a key partner for the Head of School to ensure that the Head’s time is spent productively working with and on behalf of students, employees, and the institution. To that end, the Executive Assistant must successfully utilize a range of technology platforms in use at Hackley. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment as integral characteristics to the role.

Reporting Structure

The Executive Assistant to the Head of School reports directly to the Head of School.

Specific Responsibilities

• Support the Head of School in all operational areas, and, as requested by the Head of School, lend administrative support to members of Senior Administrative Team to ensure the continued smooth operation of the school
• Serve as a critical conduit of information to and from the Head of School and trustees, alumnae, faculty, staff, parents, and students
• Manage the Head of School’s calendar by prioritizing an active, dynamic schedule of appointments with good judgment and discretion
  • Prepare documents for meetings
  • Keep the Head of School on schedule throughout the day
• Support the Head of School’s work with the Board of Trustees, including:
  • Maintain an accurate directory of addresses and committee assignments
  • Support new trustee onboarding
  • Assemble board materials and oversee all aspects of the Board portal
  • Take meeting minutes for all Board of Trustee meetings
  • Support management of trustee documents (e.g. conflict of interest, confidentiality agreement)
  • Communicate proactively with Trustees on a range of Board items and logistics
• Track, maintain, and reconcile credit card and budget reports
• Lead preparations for numerous school-wide ceremonies, such as Commencement, Cum Laude Society induction, and Class Day:
  • Manage timely creation, proofing, and printing of invitations and programs
  • Ensure all event details are planned out and communicated well in advance
  • Arrange for all awards and certificates to be handed out
• Coordinate travel, hotel, and conference registrations for numerous areas of school life, including:
  • Any professional travel for the Head of School
  • Professional development for faculty and staff in coordination with the Director of Academic Affairs
  • Any travel and lodging details for prospective employees or guest speakers
• Serve as a welcoming and effective representative of the Head of School’s office
• Contribute to the School’s yearly calendar building process, playing a key role in understanding the broad K-12 rhythm and identifying solutions to anticipated conflicts
• Perform other duties as assigned by the Head of School

Minimum Requirements and Competencies

• Appreciation for and commitment to Hackley’s mission and values
• Bachelor’s degree and prior experience as an administrative assistant preferred
• Strong technological skills - both knowledge of current platforms used and the ability to learn new systems
• Demonstrated ability to maintain confidentiality for all relevant matters
• Strong written and oral communications skills
• Excellent organizational skills with a keen eye for detail
• Flexible, responsible, and resourceful, with strong time-management skills
• Ability to work independently and creatively within established guidelines
• Maintain a proactive approach to anticipating the needs of the Head of School
• Collaborate with colleagues and constituencies from across the school community
• Ability to prioritize competing responsibilities to meet deadlines
• Demonstrated ability as a self-starter with ability to manage multiple projects simultaneously
• Professional demeanor, sense of humor, and positive attitude
• Ability to oc…