Executive Assistant to Head of School

1 month ago

Seattle, Washington, United States Trillium Academy Full time

Position Overview

The Executive Assistant provides consistent, confidential, and professional administrative support for the Head of School and Director of Business Operations in order to maintain the well-being of Trillium Academy. This position plays an integral role in the day-to-day goings on of the school and will be the first line of communication between the Head of School and the broader community. Strong communication and interpersonal skills are critical, along with the ability to support the school's educational goals. The ideal candidate will have a demonstrated ability to engage a diverse student body and intentionally foster an inclusive community.

Essential Duties & Responsibilities

  • Organize and review daily priorities for the head of school, including scheduling, maintaining, and confirming appointments and calendar activities, as well as screening calls, receiving visitors and responding to requests for information and assistance as appropriate
  • Assist head of school with work and events related to the board of trustees
  • Coordinate events including faculty meetings, parent coffees and events, board meetings, back to school night, various end of year ceremonies, and exhibit events like intersession, science fair, and others
  • Manage the day-to-day operations of the front office to ensure a welcoming, professional and efficient environment for students, faculty, parents and visitors
  • Open and close school each day, facilitate student pick up, and help maintain student attendance records
  • Establish trust with and maintain confidentiality for students, faculty, and families
  • Enter enrollment information into the attendance system, and maintain records in Learning Management System (LMS) and Student Information System (SIS)
  • Assist with general records management, including class rosters, student forms, enrollment agreements, and others as needed
  • Maintain and troubleshoot office equipment as necessary
  • Participate as Safety Team member; maintain current training in and maintain student and staff emergency information
  • Help prepare school wide communications, correspondences, and a variety of bulletins, newsletters, memos, emails, requisitions, and forms; maintain master calendars
  • Compile information as requested, formatting reports, graphs, tables, records, and presentations
  • Assist with student medical needs and administer first aid, CPR and/or prescription medication as necessary;
  • Coordinate with vendors
  • Serve as critical backup and support for running payroll and processing accounts payable and receivable Benefits:

    Medical, Dental and Vision, Retirement, Life Insurance, and Long-Term Disability, PTO

    Requirements

    • Bachelor's degree preferred but not required
    • Five years' prior experience in education or as an executive assistant to a high-level school administrator or corporate executive
    • Outstanding interpersonal skills
    • Dedication to a high level of confidentiality
    • Exceptionally capable in both written and oral communication
    • Excellent organizational skills while still exhibiting a high degree of flexibility
    • Technologically savvy
    • Proven success at working collaboratively and efficiently on a creative and goal-oriented team
    • Able to make quick decisions, take initiative, and prioritize tasks
    • Passionate about the mission and vision of the school
    • Warm and personable with a good sense of humor and considerable patience
    • High-energy and enthusiastic about working in an academic atmosphere T rillium Academy is an equal opportunity employer and complies with all federal rules and regulations. Trillium Academy does not discriminate in admission, access, treatment, or employment on the basis of race, color, religion, gender identity, gender presentation, sex, sexual orientation, creed, age, national origin, marital status or ability.

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