Executive Assistant to the Head of School/Associate ...

Working at North Shore is both wonderfully challenging and rewarding. Our faculty and administration ask a great deal of themselves just as they ask much from their students. We seek lower, middle and upper school teaching candidates who are well matched to our philosophy and approach to education. We look for teachers who have the skills and knowledge to challenge, engage and educate our students. Those who"”through their written application materials, interviews and references"”demonstrate a high level of commitment and exceptional skills will be viewed as particularly well matched to join the ranks of our faculty. We provide employees with competitive salaries, benefits and support for professional development through funding available during the academic year and the summer. Questions? Please contact Title: Executive Assistant to the Head of School/Associate Head of School Division: All-School Location: Winnetka, Illinois Hours: 8 am-4 pm (with flexibility to support occasional before and after hours activities/events) Type/Status: Full Time, Salaried - Exempt Salary Range: $65,000 - $75,000 , a JK-12 coed day school, seeks an experienced Executive Assistant. The Executive Assistant works closely with the Head of School and the Associate Head of School to provide high-level administrative support organizing, scheduling, coordinating, researching, and compiling information, management of discrete projects, and thought partnership for a dynamic office. The ideal candidate will have a positive approach, the ability to learn quickly, will take initiative and be consistent with follow-through. The individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented, supports and understands the mission of the school and enjoys working collaboratively. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies. The Executive Assistant is a key partner and lead member of the school's administrative team, the key liaison and support for the Board of Trustees and a critical member of the school community. The Executive Assistant must be highly organized and have the ability to think critically and strategically, offering proactive solutions and always exhibiting a high level of professionalism. 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. Responsibilities Support the Head of School and the Associate Head of School in all operational and academic areas to ensure the smooth operation of the school. Serve as the primary "gatekeeper" for internal and external constituencies on all matters pertaining to the Head of School's Office, including those of a highly confidential nature. Provide administrative support to the Head of School and the Associate Head of School, aiding them in ensuring that their time and energy are spent on the school's key priorities. Duties are varied, including: Manage the Head of School's and Associate Head of School's calendar by prioritizing a strategic schedule of appointments with good judgment and discretion taking into account the robust day-to-day calendar of the school. This includes keeping the Head of School and Associate Head of School on schedule throughout the day, scheduling meetings, distributing reminders, and ensuring that the Head of School and Associate Head of School are prepared for meetings with relevant documents, materials, and planning time. Draft, proofread, and format documents and correspondence from the Head of School's office. Answer, screen, and route phone calls and emails as appropriate. Manage and respond to appropriate outreaches on behalf of the Head of School's Office. Provide primary administrative assistance in the faculty hiring process, organizing job postings, resumes, and interview schedules. Manage the expense reconciliation for the Head of School and Associate Head of School. Coordinate travel, hotel, and conference registrations for the Head of School and Associate Head of School. Support and assist with the coordination of logistics and planning (to include including room set-up, meals, technology needs, and materials) for Board, Board committee, leadership, and all-school faculty & staff meetings, including retreats, In-Service Days, Opening & Closing Days, special annual and seasonal events (e.g., annual faculty and staff parties, new faculty & staff welcome events, other major school events, etc.) Maintain a proactive approach to anticipating the needs of the Head of School and the Associate Head of School, including the preparation for and scheduling of all activities. Serve as a welcoming, discrete and effective representative of the Head of School's office, which includes greeting guests, supporting the various special events to honor colleagues, sending sympathy and congratulatory messages and gifts, etc. Assist with ad hoc projects, as needed. Act as communications and scheduling liaison to the Board of Trustees. Oversee and coordinate collection and distribution of materials, scheduling logistics, and support for all Board meetings, activities, and initiatives. Take and record minutes at Board meetings. Manage the School's master schedule. Assume responsibility for managing key school events, including functions hosted by the Head of School's Office or at the Head of School's residence. Ensure that events are well-sequenced and well-organized while troubleshooting potential conflicts and realizing synergies across all school programs, constituencies, and priorities. Oversee support for the faculty evaluation process Efficiently support the goals of the school in a variety of unanticipated ways Skills & Competencies High level of computer proficiency; strong facility with Google Suite, Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. School database (Blackbaud) proficiency is preferred, but not necessary Prior experience as an administrative assistant to a high-level executive is preferred Bachelor's degree preferred, but not required Excellent organizational skills and time management skills, with a keen eye for detail, impeccable follow-up skills, and the ability to manage multiple competing priorities Flexible, responsible, and resourceful Commitment to working in and fostering an inclusive community Demonstrated ability to maintain confidentiality and use discretion Professional demeanor, welcoming disposition, sense of humor, and positive attitude Strong written and oral communications skills Ability to work independently and creatively within established guidelines Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts Collaborate with colleagues and constituencies from across the school community Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously, and the ability to prioritize competing responsibilities to meet deadlines Ability and willingness to occasionally work outside of the workday or work week for special programs, events, and meetings is required. Commitment to excellence - perform duties at the highest level possible on a consistent basis Serve as a reliable and trusted partner with high integrity Contribute positively to the overall morale of those within the institution Americans with Disability Specifications Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. Application Details: NSCD offers competitive salaries that are commensurate with experience. Additionally, North Shore provides an excellent employee benefits program, including health and retirement benefits, tuition support for children's attendance at North Shore, and professional development funding. is an equal opportunity employer. Employment decisions are based on qualifications, and abilities. North Shore does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other characteristic protected by law. We are fully committed to a culturally diverse faculty, staff and student body. #J-18808-Ljbffr

Created: 2024-11-05