Executive Assistant to the Head of Lower School and Assistant Head of School

Convent of the Sacred Heart•New York, NY

1d•Onsite

About The Position

Convent of the Sacred Heart is New York City's oldest independent school for girls. As an independent, Catholic school, educating students in Pre-K through 12, we are part of an international network of 160 schools. We are committed to a set of principles shared by all Sacred Heart Schools. Known as the "Goals and Criteria," these principles articulate the core components of a Sacred Heart education and charge our community with a unified educational mission. At the heart of our philosophy is the belief that each child possesses unique gifts. Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community. Convent of the Sacred Heart is committed to building a community that is anti-racist, anti-bias, fair, inclusive, and welcoming to everyone and seeks candidates who connect to our Mission and Goals.

Requirements

An understanding of the Goals and Criteria of Sacred Heart as well as the ability to articulate them
Commitment to creating a welcoming, inclusive environment
Ability to maintain confidentiality and exceptional professionalism
Administrative experience
Strong interpersonal skills
Ability to work cooperatively and independently as needed
Exceptional writing, editing, and revising skills
Strong technology skills
Exceptionally detailed-oriented

Responsibilities

Create an inclusive and welcoming environment in line with the Sacred Heart Goals and Criteria in all aspects of the role
Maintain confidentiality regarding student records, meeting notes, correspondences with Human Resources, digital files, etc.
Manage, coordinate, and prioritize all calendars, including the Head of Lower School/Assistant Head of School’s schedule and professional engagements, faculty and staff weekly plans, special events and activities, facility allocations, etc., by thoughtfully aligning schedules with institutional priorities
Draft correspondences and participate in calls and meetings as needed, making sure to take accurate minutes, track follow-up action items, and respond on the Head of Lower School/Assistant Head of School’s behalf as needed or directed
Create and/or review written material, ensuring accuracy and attention to detail (e.g., parent letters, school documents, TV notices, birthday documents, lunch tables, yearbook materials, Admissions documents, schedules, presentations)
Coordinate detailed itineraries for field trips, visitors from other schools, and applicant visits
Organize logistics, including technology, set-up, food, and materials, for faculty and staff meetings, parent meetings, and school events (e.g., Curriculum Nights, Parent Information Sessions, workshops, task force meetings, picture days)
Prepare and distribute digital materials for the Opening of School Folder, Lower School Google Site, LS Hub, workshops, Admissions and Exmissions, After-School Program, etc., in collaboration with various departments
Support in developing policies and streamlining procedures
Oversee budgetary management, billing processes, and grant details, keeping accurate records
Support LS faculty & staff in ordering academic supplies, books, and instructional materials
Coordinate with our uniform vendor and food service team in collaboration with Head of Lower School/Assistant Head of School
Manage student attendance, dismissal protocols, and transportation logistics through active collaboration with the faculty & staff, the Security Team, the nurses, and the registrar
Collaborate on and support the Head of Lower School/Assistant Head of School and the Lower School Administrative Team with any additional tasks as needed
Other duties as assigned