Executive Assistant

2 weeks ago

Carlsbad, United States Pacific Ridge School Full time $30 - $33
Job DescriptionJob DescriptionExecutive AssistantStatus: Full-Time, Non-ExemptReports To: Head of School
Pay Range: $30 - $33/hourRevision Date: 08/2024
At Pacific Ridge School, our mission statement drives all of our work: In a community that fosters academic excellence, ethical responsibility and global engagement, Pacific Ridge School prepares students for college and a purposeful life.

Position Summary
The Executive Assistant supports our Head of School and Assistant Head of School for Academics and serves as the primary liaison for the Board of Trustees. The ideal candidate possesses excellent organizational and communication skills, manages complex schedules, is flexible and adaptable, balances multiple projects, and handles confidential information with the utmost discretion. Responsibilities include planning events, coordinating meetings, preparing reports, and liaising with various stakeholders within the school community.

Essential Duties and Responsibilities (include, but are not limited to, the following)
Scheduling & Calendar Maintenance
  • Sets ups and maintains daily/weekly calendars for the Head of School and the Asst. Head of School for Academics
  • Schedules appointments for both the Head of School and the Asst. Head of School for Academics throughout the year on an as needed basis
  • Creates candidate visit schedules for faculty and staff candidates being hired by either the Head of School or the Asst. Head of School for Academics
General Support
  • Balances multiple projects simultaneously, maintaining flexibility to address incoming needs as they arise.
  • Interfaces with the school community both online, primarily via email, and in a reception capacity within the office.
  • Maintains a positive attitude, welcoming personality, and professional, friendly demeanor.
  • Stays aware of daily school activities.
Board of Trustees Management
  • Generates and distributes the annual meeting calendar for the Board of Trustees, including Board meetings, the Annual Retreat, and committee meetings.
  • Generates and distributes meeting packets, such as agendas, schedules, and supporting materials, one week before committee and Board meetings.
  • Maintains and update the online portal for the Board of Trustees.
  • Plans event logistics for the Annual Board Retreat, monthly committee and Board meetings, and typically 1-3 social gatherings each year.
  • Takes minutes at each monthly meeting, ensure they are reviewed by Board officers, and file them as the official meeting minutes of the institution.
  • Maintains records of Board of Trustee votes, resolutions, minutes, and related documents.
Event Planning & Execution
  • Creates and executes various faculty and staff social events on and off campus on behalf of the Head of School and/or the Assistant Head of School for Academics.
  • Leads the execution of the School’s annual Commencement for its senior class.
Qualifications (minimum requirements)
  • 3+ years of experience as an Assistant supporting executives and/or in event management.
  • Demonstrates strong computer skills, including spreadsheet development, database maintenance, word processing, presentation preparation, and internet/email applications; able to accomplish tasks with minimal supervision and supervise administrative subordinates.
  • Works independently and collaboratively with other departments; exhibits strong organizational skills and a customer service orientation.
  • Upholds and maintains confidentiality in all aspects of the role.
  • Communicates pleasantly and effectively with executives, clients, and team members.

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