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Executive Assistant to the Head of School
Washington, DC
Job Description
Position Overview
We are currently seeking an Executive Assistant to the Head of School. Reporting directly to the Head of School (HOS), the Executive Assistant (EA) to the Head of School serves to enable the HOS to be effective, efficient, highly informed, and able to maintain a visionary and strategic leadership of the school. The EA works closely with the HOS in a variety of responsibilities and manages all daily operations and special projects within the Head of School’s Office.
Essential Duties & Responsibilities:
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 the essential functions. While performing the duties of this job, some standing, walking, sitting, bending, and carrying of light items such as books and papers is required.
Working Conditions
The work involves everyday risks and discomforts, which require normal safety precautions typical of such places as classrooms, offices, meeting, and training rooms, etc. The work area is adequately lighted, heated, and ventilated. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position description may not describe all duties, responsibilities, and skills associated with this position. It is intended to portray the major aspects of the job and is not meant to be exhaustive. Other duties or skills may be assigned. May require some local travel.
A SEED Employee:
We are currently seeking an Executive Assistant to the Head of School. Reporting directly to the Head of School (HOS), the Executive Assistant (EA) to the Head of School serves to enable the HOS to be effective, efficient, highly informed, and able to maintain a visionary and strategic leadership of the school. The EA works closely with the HOS in a variety of responsibilities and manages all daily operations and special projects within the Head of School’s Office.
Essential Duties & Responsibilities:
- Consult- provide modeled teaching and direct instruction for teachers and students where needed and/or requested.
- Schedules and arranges all appointments with students, parents, alumni, SEED Faculty, Board of Trustees, SEED Foundation CEO, and external partners for the HOS.
- Coordinates with the SEED DC Senior Leadership Team to plan, publicize, and orchestrate school wide events.
- Works with Human Resources and staffing agencies to schedule interviews and coordinate logistics, tracking employee vacation, leave, and sick days; updates staff contact information.
- Records minutes/notes during meetings as necessary.
- Attends meetings as the HOS's proxy.
- Calendar management for the HOS to optimize time and ensure strategic organization of meetings, calls, events and presentations.
- Screens all calls/reviews messages, and greets visitors for the HOS.
- Maintains and manages all files for the HOS.
- Monitors and oversees the department budget, including reconciling expenses for the HOS.
- Makes school related travel arrangements for the HOS and staff of the executive suite.
- Retrieves daily mail and assists in response/organization of email traffic on behalf of the HOS.
- Organizes and coordinates materials for various meetings and events (e.g., student files, agendas, etc.).
- Coordinates, organizes and executes project management functions for the office of the HOS.
- Monitors and maintains the use of the 4th floor conference rooms.
- Manages credit card purchases and reconciliation for the HOS and SEED community.
- Assists and coordinates compliance related reports/documents for external entities such as OSSE and DC PCSB (e.g., Epicenter and Regulatory Reporting) and SEED network related initiatives.
- Strictly adheres to all designated deadlines related to the HOS office policy, protocol, and external regulations (e.g., compliance reporting, dismissal appeals, etc.)
- Coordinates with various school departments to update the SEED DC’s Annual Report for the DCPCSB on an annual basis.
- Coordinates the logistics for all Board of Trustee committee meetings and Foundation related meetings.
- Drafts and disseminates all communications for the Board of Trustee, SEED Foundation, and other stakeholders.
- Produces professionally organized and accurate documents and presentations for the HOS.
- Assists the HOS with various duties and responsibilities as designated/needed to manage workload, projects, and shifting priorities throughout the year.
- Communicates and represents the SEED Network Core Values: Respect, Responsibility, Integrity, Growth, Gratitude, Compassion, and Perseverance.
- Coordinates school-wide communication originating from the HOS.
- Coordinates and maintains the SEED DC school’s master calendar.
- Assists with updating of critical documents such as the SEED School Student/Parent Handbook, the Staff Handbook, and other policies as required.
- Updates and manages website content related to the office of the HOS.
- Coordinates special projects on behalf of the HOS for internal and external stakeholders.
- Perform other duties as requested by Head of School.
- Bachelor’s degree and a minimum 6-8 years of executive administrative experience required; preferably in the secondary school sector.
- Strong written and oral communication skills; excellent interpersonal skills with ability to interact with diverse internal and external constituents on all levels.
- Ability to work in a multi-ethnic and multicultural environment with students, families, faculty, and staff.
- Proficient in Microsoft Office Suite and Google Suite.
- Comprehensive understanding of boarding education organizations/systems, goals and objectives, policies, and procedures.
- Strong leadership, organizational, and presentation skills and experience with strategic planning processes.
- Proven ability to manage multiple, complex tasks and relationships with initiative and independence.
- Capacity to develop and interpret data.
- Think strategically when managing time, human and financial resources.
- Strong leadership and supervisory skills that promote productivity, dedication, and creativity.
- Demonstrate SEED Core Values in your work and interaction with all SEED stakeholders.
- Ability to read, analyze and interpret common academic journals, financial reports, and legal documents.
- Ability to read, analyze and interpret common academic journals, financial reports, and legal documents.
- Ability to effectively present information to top leaders, public groups, and/or Boards of Trustees.
- Ability to think, reason, and make sound judgements on how responsibilities are completed in compliance with organizational standards and guidelines.
- Ability to create and maintain trust and mutual respect required to effectively engage with members of Senior Leadership Team.
- Demonstrated political savvy, with discretion and confidentiality in all matters.
- Ability to exercise sound judgment and work effectively under pressure.
- Possess strong problem-solving skills, deep knowledge of education organizations, and a solid understanding of laws affecting educational organizations.
- Must exhibit a high degree of diplomacy and set a climate of decorum for the operation of the Office of the Heads of School.
- Must be willing to be available for remote access as needed after normal work hours.
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 the essential functions. While performing the duties of this job, some standing, walking, sitting, bending, and carrying of light items such as books and papers is required.
Working Conditions
The work involves everyday risks and discomforts, which require normal safety precautions typical of such places as classrooms, offices, meeting, and training rooms, etc. The work area is adequately lighted, heated, and ventilated. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position description may not describe all duties, responsibilities, and skills associated with this position. It is intended to portray the major aspects of the job and is not meant to be exhaustive. Other duties or skills may be assigned. May require some local travel.
A SEED Employee:
- Is committed to The SEED Foundation’s mission and its beliefs.
- Thinks strategically in aligning one’s own work streams to the larger organizational mission.
- Possesses exceptional interpersonal skills, with creative and positive energy for working with youth.
- Behaves professionally in a fast-paced environment and with a variety of constituents.
- Works independently as well as collaboratively with a team while managing multiple tasks.
Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
$70,000-$90,000
403 (b) • 403(b) matching • Dental insurance • Employee assistance program • Flexible spending account • Health insurance • Life insurance • Paid time off • Parental leave • Vision insurance
Required Education
Bachelor's Degree
Required Experience
6+ years
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