JOB TITLE: Executive Assistant to Head of School
REPORTS TO: Head of School
Actively supports the office of the Head of School. Responsible for prioritizing and performing secretarial duties, maintaining an efficient office environment through the use of strong computer skills, organizing administrative details, while maintaining a professional demeanor and demonstrating the capacity of discretion. Responds to requests for information with diplomacy and with complete confidentiality. Organizes and maintains the appointment calendar of the Head of School with a comprehensive understanding of priority while protecting the Head’s time. Preserve good relations by conveying an interest in others and a gracious willingness to be of help. Serves as assistant secretary to the Board of Trustees.
Schedule the head's appointments and meetings. Screen the head's telephone calls and takes messages.
Coordinate travel arrangements for head of school, faculty candidates, and other consultants visiting the school; prepare and/or assist in preparation and coordination of interview and visiting schedules for said individuals.
Assume responsibility for research and other projects for the Head of School.
Create and maintain faculty, staff and individual confidential databases. Prepare various reports reflecting current employees.
Prepare and edit, with the head's supervision, the Emergency Preparedness and Employee Handbooks.
Under the direction of the head of school, prepare annual contracts for new faculty, administrators, and staff. Coordinate process of follow up and return of contracts and other legal documents. Set up contract discussion meetings as needed.
Maintain confidential records including personnel files for all faculty, administrators and staff in adherence to accreditation standards.
Organize new-staff and faculty orientation for the start of the school year. Coordinate catering for the event. Prepare schedule for distribution.
Verify, review, and finalize data submitted for Education Dept. of Required Service Program. Prepare and submit report.
Complete various forms as required by the Head of School including past employment verification of service and/or other required documentation and reports.
Place printing orders for business cards for all administrators, note stationery, letterhead, various envelopes, letterhead, and maintain said printing supplies for all departments.
Process requests for recruiting information received via the school’s website. Respond via email or phone to employment inquiries for teaching and staff positions; mail or email application and other employment benefits information; complete unemployment claim forms. Support recruitment efforts by posting job openings.
Update and maintain databases and school profiles for school organizations and memberships.
Respond/complete personnel, salary, and benefit surveys and coordinate retrieval of information from other departments and/or divisions to facilitate completion of accurate data to complete annual benchmark survey data.
Complete Louisiana State Required Services report and accompanying documentation.
Complete La. Dept. of Education annual report which summarizes faculty, staff and student data.
Complete Brumfield vs. Dodd state report documenting statements of non-discrimination in admissions, employment, and other advertising methods.
Complete Diocesan reports as required. Provide information as the Diocesan school for compliance according to current requirements for all constituencies. Coordinate ongoing and future course completions for current and new faculty and staff as required by the Episcopal Diocese.
Serves in the capacity of human resources assistant by onboarding and offboarding faculty, staff, outsourced coaches, substitute teachers, summer program employees, and all temporary faculty and staff within the operations of the school. Ensures vetting process adherence to guidelines, laws and rules under current State and Diocesan requirements.
Serves as the Louisiana Department of Education human resources designee to manage teacher certification application portal. Manage and maintain State teacher requirement mandates and facilitate bringing teachers or potential teachers into compliance.
Send notices of upcoming meetings of the Board of Trustees, executive and other committee meetings.
Transcribe minutes of regular and special Board meetings. Prepare resolutions, memoranda of understanding and other documents as needed. Maintain original proceeding book to document all Board meetings. With the assistance of the Board Chair and Head of School prepare Board agendas and other Board related documents. Maintain a digital Trustee notebook accessible to all current Trustees and manage access ensuring confidentiality.
- Outstanding interpersonal skills.
- Dedication to a high level of confidentiality
- Excellent organizational skills while exhibiting a high degree of flexibility.
- Exceptionally capable in both written and oral communication.
- Technologically savvy.
- Ability to handle highly confidential matters in a tactful and diplomatic manner.
- Advance proficiency with Microsoft Office Suite, including Word, Excel, and Access.
Please submit resume to Employment, PO Box 380, Cade LA 70518 or firstname.lastname@example.org.
- Bachelor’s degree preferred, but not required based on previous experience.
- Three plus years’ experience as an executive assistant to an administrator, corporate executive or similar manager or official.
- Experience with database software preferred and/or the capacity to learn new software.