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Executive Assistant and Project Manager to the Upper School Principal

2 months ago

Milton, United States Milton Academy Full time
Job DescriptionJob Description

Position: Executive Assistant and Project Manager to the Upper School Principal

Department: Upper School

Location: Warren Hall, Milton Academy Campus, Milton, MA

Hours: Generally 8:00 a.m. - 4:30 p.m. Full-time with the flexibility to work nights and weekends

FLSA: Exempt

Classification: Staff (12-month)

Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located just outside of Boston.

Milton Academy cultivates in our students a passion for learning and a respect for others. Milton students grow by developing their own identities, learning from and listening to the lived experiences of others, and living and working among peers whose differences they accept with respect and care.

In our ongoing work to create an environment that confronts bias, injustice, and bigotry, we encourage each other to be open to learning, explore our histories and identities, and seek to understand the world around us with a critical lens. At Milton, we prepare students to partner with their future communities to create a more just world, and to have the courage to speak up and live by our motto, “Dare to be true.”

Summary of Position:

The Assistant / Project Manager plays a pivotal role in the Upper School, ensuring that the Upper School Principal and the Principal’s Administrative Team can work as a collaborative, effective, and efficient team. In addition to providing support for the Principal’s daily office operations, calendar, communications, and budget, the individual also is responsible for ensuring regular and timely communications from the principal’s office on one-time, strategic items and events as well as day-to-day needs (e.g., newsletters, faculty-related meeting schedules, professional development agendas, and the faculty handbook). Each year, the Assistant / Project Manager also supports the Principal defining and managing special projects for the Upper School that improve the division. Finally, the individual also completes key activities in support of annual Upper School events (such as opening of school, family weekend, and graduation), in collaboration with the School’s events department.

Please note: the individual in this role will have significant responsibilities related to opening of school (late August and early September), family weekend (late October), and end of year and graduation (late May and early June). Flexibility and availability after hours and on weekends will be needed in particular during these times. The individual in this position must be on campus daily during regular working hours, both during the school year and summer.

Essential Functions and Responsibilities:

In support of the Upper School Principal’s Office

The assistant will provide the following administrative support to the Principal:

  • Serve as the main point of contact for the Upper School Principal’s office, and respond to students, families, employees, and visitors, including those with concerns or questions, in an appropriate and timely manner; this includes:
    • Answering the Principal’s office phone
    • Greeting visitors to the Principal’s office and supporting the Principal in ensuring that meetings start and end on time
    • Managing the Principal’s calendar, including liaising with other school offices, faculty, families, and students to schedule meetings as needed
  • Arrange catering services and other meeting logistics (e.g., audiovisual, space set-ups), as requested
  • Monitor the Principal’s budget and submit relevant invoices and credit card statements for processing
  • Arrange travel, as requested
  • Order supplies and complete mailing & copying, as needed
  • Other duties as assigned

In Support of the Principal’s Work with the Upper School Administrative (Ad) Team

  • Support the Principal in developing and keeping special projects on track; create project plans, identify and monitor the completion of milestones and deliverables, using project management software as needed
  • Attend Ad Team meetings; support meeting facilitation, circulate agendas and issue meeting notes & action items
  • Schedule regular team, smaller group, and 1:1 meetings with the Principal, including meetings related to administrator performance reviews and department chair evaluations
  • Coordinate candidate meetings for the Principal and Dean of Faculty during the new employee hiring process
  • Support the Dean of Faculty in issuing workload letters
  • Support the Dean of Students in issuing housing assignment letters
  • Ensure that the external Milton Academy website and Veracross intranet contains the latest information related to the Upper School
  • Manage the Ad Team time off calendar and associated requests made in ADP
  • Support newsletters, as requested
  • Other duties as assigned

In Support of the Upper School Faculty

  • Coordinate the writing, editing, and sending of the Principal’s newsletter
  • Develop and issue faculty meeting schedules
  • Create faculty professional development schedules and support logistics related to professional development days
  • Oversee editing and distribution of the Upper School Faculty Handbook and other summer faculty communications prior to the start of a new school year

In Support of Annual Upper School Events, in Collaboration with Campus Services & Events and Communications

  • Write brief communications that clearly describe and announce Upper School events
  • Track Upper School-related RSVPs, as necessary
  • Provide and manage the provision of key deliverables for events (e.g., name tags for family weekend, assign acquisition and delivery of gifts for prize assembly, diplomas for graduation)
  • Support the execution of events on the day-of, by being a visible, active presence; address last minute needs and serve as a welcoming and helpful presence to attendees

Supervision to be received: Supervised by the Upper School Principal

Supervision to be exercised: There are no direct reports for this position; however the ability to work both collaboratively with other administrators and departments and independently to make decisions is critical.

Education/Certification/Licensure

Required: An associate’s degree

Preferred: A bachelor’s degree

Experience

Required: A minimum of three years of proven experience in supporting an

individual in a leadership role

Experience overseeing and managing budgets

Preferred: Five or more years of proven experience in supporting an

individual in a leadership role

Project management and/or events experience

Experience working in an independent boarding / day school

Competencies

Required:

  • Proficiency in multitasking and organizing the work of self and others, with the ability to prioritize responsibilities and projects.
  • Demonstrated ability to act with courtesy, tact, and diplomacy.
  • Excellent verbal and written communication skills.
  • Demonstrated computer expertise, including proficiency in Google Workspace, Microsoft Office and Adobe Creative Cloud. Ability to learn and adapt to new technology and communication systems, including Veracross.
  • Ability to work collaboratively with internal and external constituencies.
  • Understanding of confidentiality and related issues.
  • Receptive to supervision, feedback and professional development.
  • Desire to be a part of a dynamic educational community.

Physical Abilities

Required:

  • Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.
  • Must be able to move around the Milton Academy campus without restriction.
  • Must be able to lift up to 25 pounds.

All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.

The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or ethnic origin or any other status protected by applicable law.