Director of the Head of School Office

2 weeks ago

Deerfield, Massachusetts, United States Trustees of Deerfield Academy Full time


Reporting to the Head of School, the Director of the Head of School's Office manages the performance of the office and offers direct support to the Head, the Board President, committee chairs and to the full Board of Trustees, serving as the primary point of contact for all internal and external matters pertaining to the Board relationship with the Office of the Head of School.

Primary Duties and Responsibilities

Management of the Head of School's Office:
Manage Special Assistant to the Head of School and reception function, including

employee hiring, retention, work performance, objectives, reviews, and career development ,

according to the Academy's policies and protocols ;
Assign and oversee all projects underway in the Head of School's Office;
Review all correspondence to be sent by proxy in the Head of School's name.

Management of Board Operations:
Serve as assistant to Head of School, Board President, committee chairs and other trustees on trustee matters, including sending correspondence on their behalf, drafting correspondence for their approval, surveying trustees, compiling agendas, organizing in-person and virtual meetings and other tasks as requested;
Manage, compile and organize Board reports, meeting materials, calendars, files, and archives; compile and organize research as requested for Generative Discussions and other purposes;
Review Head of School's multiple email inboxes to identify trustee requests or issues related to trustees that require the Head's attention, respond independently when possible, and forward to others when appropriate;
Using BoardEffect, document policy decisions and action items arising at Board of Trustee meetings;
Coordinate, compile and circulate minutes and other materials following the conclusion of Trustee meetings;
Maintain and update trustee committee lists, trustee directory and trustee biographies and photographs.

Trustee and Trustee Meeting Support:
In collaboration with the Events Manager, design weekend trustee programs, including planning, housing, dining, social events, entertainment, IT support, and other logistics for visiting trustees and families;
Attend Board Meetings, as invited, to monitor needs and provide support;
Serve as lead administrator for BoardEffect, initiate and compile Board books, maintain the portal directory, archive Board documents, orient trustees to the board portal and resolve issues;
Research attributes, contributions and student files of retiring trustees, and compose board resolutions to be read into the board minutes, arrange for purchase, engraving, and presentation of farewell gifts;
Maintain ongoing communications and positive relationships with trustees, their assistants and other colleagues;

Support Trustees' work by conducting research and compiling information, arranging meetings for the Board President and the Chair of Compensation & Personnel to undertake an annual Performance Development Assessment of the Head, coordinating Head of School searches, etc.

;
Create, organize and prioritize agendas and background materials for Leadership Team meetings and retreats that are focused on policy and school-wide initiatives, in consultation with the Head of School;
Identify responses to Head's Community Letters that require review and action by the Head or Board President.
Collaborate with the Events Manager to schedule and plan professional and social gatherings/meetings for trustees with visitors, students, employees, community members; serve as interim host while guests are waiting;
Review external contracts for Board venues and consultants, referring concerns to the attention of the CFO;
Update the Bylaws & Charter booklet in consultation with CFO and Legal Counsel;
Consult with CFO and Legal Counsel about wording for trustee Calls to Meeting; draft the Calls, obtain Legal Counsel's approval and signature, and distribute to trustees;
Work with the Executive Assistant to the CFO to publish the Board book on the BoardEffect platform;
Develop and implement personalized orientation programs for new trustees in collaboration with the Board President, the Chair of the Nominating & Governance Committee, and the Head;
Consult with Sr. Leadership Team about trustee orientation materials related to their departments;
Collaborate with Head of School and Leadership Team to develop agendas for monthly Leadership Team meetings. Document, disseminate and follow up regarding decisions and actions items arising at Leadership Team meetings;
Arrange and participate in Strategy & Leadership meetings one month prior to Board meetings;
Coordinate trustee participation in recruitment searches for Head of School direct reports in collaboration with search firms and the Human Resources Department;
Track trustee Admission recommendations and collaborate with Admission staff to arrange special meetings or experiences requested by trustees for candidates;
Research student files and yearbooks for Head of School and Legal Counsel as requested;

Serve as liaison with external Boards/Professional Groups on which HoS serves, such as ESA, SOLA, Cum Laude Society, Bethany Beyond the Border.

Coordinate communications, scheduling, reports, Board travel;
Collaborate with the Finance and Communications offices to prepare figures and text for tuition notifications.

Administrative Duties:
Oversee the Head of School's correspondence, reports, calendars, files, and archives; and serve as gatekeeper by screening meeting and call requests;
Serve as liaison and project manager with external educational association representatives, including, SA, NAIS, GOA, NEASC, TABS, etc., and oversee responses to their survey requests and inquiries;
Maintain Board portal, including archive of Board books and other official documents;
Identify and purchase items needed to facilitate trustee work;
Oversee credit card reconciliation, approve invoices, and review Governance budget reports for accuracy;
Approve Head of School direct reports' Leave Reports, after Head of School's review.
Job Specifications
Bachelor's Degree required
5 – 7 years of experience in an executive administrative support role
Discretion and the ability to maintain strict confidentiality
A high level of integrity and a strong work ethic
Outstanding written and oral communication skills
Excellent leadership and managerial skills, and a demonstrated capacity to manage a complex function
Ability to multitask effectively and maintain focus in a complex, fluid environment
Ability to monitor issues during the Head's absence, resolve independently or refer appropriately
Creative problem solving, critical thinking & strategic planning skills required
Excellent facility with technology applications, including MS Office suite
Excellent interpersonal skills
Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community
Physical Demands
Close visual acuity to analyze data and figures and view a computer terminal;
Ability to sustain substantial movements of the wrists, hands and/or fingers;
Ability to occasionally lift, carry, push, pull or otherwise move objects of up to 5 lbs.;
Ability to occasionally stoop, kneel and reach.
Working Conditions
The worker is mainly in an office environment and is not substantially exposed to adverse environmental conditions.
Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.

They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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