Executive Assistant to Division Directors

ST MATTHEWS EPISCOPAL DAY SCHOOL•San Mateo, CA

26d•$75,000 - $90,000•Onsite

About The Position

Episcopal Day School is seeking a full-time executive assistant who will directly support the Middle School and Lower School Director. We seek compassionate, dedicated, fearless, and innovative team players who will carry forth our school's Episcopal tradition, Mission, Philosophy, and Core Values.

Requirements

Work is in an active, fast-paced environment dealing with various challenges, deadlines, and contacts.
Must be able to move safely and comfortably over a large campus regularly
May stand for extended periods of time (up to 4 hours per day)
Work primarily in a traditional climate-controlled environment and outside in weather ranging from cold and wet to hot (80+ degrees)
Ability to safely and occasionally lift up to 30 lbs. And regularly lift up to 10 lbs.
Regularly sit, talk, walk, hear, and interact with students, parents, staff, and visitors.
Regularly use close and distance vision
Able to climb stairs
Turn, bend, reach, and occasionally use a step ladder

Nice To Haves

Bachelor’s Degree
Excellent written and verbal communication skills
Excellent interpersonal skills
Ability to manage multiple priorities in a fast-paced, deadline-driven environment
Expert skills in Google Suite (Calendar, Docs, Sheets, Slides, etc.), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Project, and Adobe Acrobat
Experience with Blackbaud

Responsibilities

Support hiring and onboarding processes, including interview scheduling, candidate coordination, and candidate screening as needed.
Oversee hourly timecards for accuracy; review and approve punch changes; follow up with hourly staff as needed.
Schedule and coordinate daily substitute coverage for faculty absences.
Submit faculty Time Off Requests in the Paycom payroll system.
Track faculty PD participation and classroom pop-ins and follow up to ensure compliance.
Coordinate travel arrangements and logistics for faculty professional growth, development, and multi-day trips, including vendor communication.
Help maintain tidy and well-stocked faculty room spaces.
Coordinate faculty mentor program, including scheduling regular touchpoints for faculty mentors/mentees.
Support Division Directors in supporting faculty morale through division faculty fun, food treats, and other acts of care.
Schedule Student Support Team meetings, coordinating with families and the Learning Center team.
Coordinate field trip plans and logistics.
Partner with the Dean of Students and room parents to ensure smooth execution of Middle School student events.
Provide recess, snack, and lunch supervision for both divisions as necessary.
Monitor Lower School students during reflections as needed.
Help plan and organize divisional events, including Back to School Night, Math Night, and conferences.
Schedule all school safety drills and Emergency Task Force participation.
Schedule and coordinate divisional programs and activities (e.g., division meetings, assemblies, special programs for students and parents), ensuring facility and equipment availability per established guidelines.
Coordinate with the Executive Assistant to the Head of School to ensure all faculty meetings, programs, and special events across both divisions are organized and reflected on the internal calendar.
Provide administrative support during major school events, including occasional evenings or weekends as needed.
Serve as a liaison for Division Heads among school leadership, faculty, staff, families, trustees, consultants, and external partners.
Respond to inquiries with professionalism, diplomacy, and excellent customer service.
Represent the Division Heads and the School with warmth, professionalism, and responsiveness.
Support Division Director communications including external pushmails, the Round Up, and the Mustang Memo.
Support division directors with general administrative functions, anticipating needs and actively managing their calendars and meeting schedules using knowledge of all constituencies, school processes, and Division Director priorities.
Maintain division specific records, files, and databases (e.g., information packets, rosters, calendars, outstanding supply orders) to document activities and ensure compliance.
Prepare written materials for division directors (e.g., correspondence, meeting agendas and minutes, newsletters, bulletins, and reports).
Act as a registered user on the school's Amazon Business account, placing orders on behalf of division heads.
Manage confidential personnel, student, parent, and organizational information with the utmost discretion.