Executive Assistant to the Head of School

Grace Church School•New York, NY

3d•$80,000 - $120,000•Onsite

About The Position

Grace Church School is seeking a skilled and experienced professional to provide comprehensive administrative support to the Head of School. The ideal candidate will be kind, organized, proactive, and able to handle a wide range of administrative duties with efficiency and professionalism. This role requires exceptional communication skills, attention to detail, flexibility, and the ability to collaborate effectively across the broad range of school constituencies. The Executive Assistant to the Head of School is a trusted partner in the leadership of the school and must maintain confidentiality around highly sensitive information, always exhibiting the highest level of professional integrity. This role requires not only excellent execution, but also the ability to anticipate needs, manage competing priorities, and ensure that the work of the Head of School’s office is organized and effective.

Requirements

Proficiency with Google Workspace and with Microsoft Office.
Bachelor's degree preferred, with a minimum of 3 years of experience in administrative support roles. Experience supporting senior leadership in a complex organization is strongly preferred.
Excellent organizational skills and attention to detail.
Strong written and verbal communication abilities.
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility to adapt to changing priorities and deadlines.
Demonstrated ability to manage multiple priorities, exercise sound judgment, and work proactively in a fast-paced environment.

Nice To Haves

Previous experience in an educational setting or nonprofit organization is a plus.

Responsibilities

Maintain a comprehensive system for tracking, prioritizing, and advancing the responsibilities of the Head of School’s office, ensuring timely completion of commitments.
Organize and maintain the Head of School’s calendar. This includes scheduling appointments, distributing reminders, ensuring that the Head of School is prepared with relevant documents, materials, and planning time, and keeping the Head of School on schedule throughout the day.
Partner with the Head of School to steward time thoughtfully, aligning the calendar with institutional priorities, evaluating requests, and protecting time for strategic work.
Serve as a welcoming and effective representative of the Head of School’s office, including by greeting guests, assisting with the Head’s communication calendar, and supporting the planning of special events (e.g., the end-of-year luncheon for faculty and staff; the holiday lunch for the administration; Commencement).
Organize and maintain digital and physical files, employee contracts, and other confidential documents and sensitive information. Assist with the creation of relevant documents, records, spreadsheets, and presentations.
Serve on the Calendar Committee, working with other staff members to ensure that the school’s events are properly scheduled, facilities reserved, and plans for events are appropriately socialized.
Assist in the planning and coordinating of certain school events, such as board meetings, parent-teacher conferences, and community gatherings. Arrange logistics, prepare materials, and provide on-site support as needed.
Coordinate travel arrangements for the Head of School, including by reserving flights, accommodations, and transportation. Prepare itineraries and ensure all travel plans align with the school’s schedule and budget.
Ensure meetings are purposeful and well-prepared, with clear agendas, materials, and follow-through on decisions and action items.
Serve as a primary point of contact for inquiries directed to the Head of School. Screen and prioritize incoming calls, visitors, and correspondence, providing appropriate responses or routing to the relevant parties.
Manage and support the Head of School’s correspondence, including tracking responses to ensure timely, thoughtful communication. Maintain systems to monitor outstanding communications and ensure appropriate follow-up.
Support the Head of School on special projects and initiatives, such as strategic planning, accreditation, and fundraising campaigns. Conduct research, gather data, and provide administrative assistance as required, including managing the reconciliation and reporting of expenses for the Head of School.
Coordinate the work of the Board. Work with the Chair of the Board, committee chairs, and the Head of School to create a schedule of meetings and to oversee logistics for their success (for instance, by reserving rooms, arranging for catering, circulating agendas and materials, administering the online portal). Anticipate needs related to Board work, ensuring that materials, timelines, and communications are prepared well in advance.