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Assistant to the Head of School and Event Planner

3 months ago

Palo Alto, United States The Girls' Middle School Full time
Job DescriptionJob Description

Imagine a school where each day is alive with learning, creativity, and a spirit of adventure. The Girls’ Middle School (GMS) is committed to progressive education and innovative programming, meeting the needs of a wide range of middle school girls*. GMS educates girls during a crucial time in their lives. Our experiential project-based curriculum nourishes strong academic skills, critical thinking, and creativity. Distinctive programs include computer science, woodworking, metalworking, and entrepreneurship. A narrative assessment system encourages student’s self-reflection and growth. Attention to girls’ emotional and social growth develops self-knowledge, confidence, teamwork, and leadership skills. The Girls' Middle School encourages girls to spread their wings, take risks, and take ownership of their education.

GMS celebrates different perspectives coming together in the community. We are committed to sustaining and broadening the diversity of our faculty and staff. Our passionate, mission-driven faculty and staff create a joyful, inclusive, and respectful community of students and adults.

*At GMS, girls refers to gender-expansive youth (cis girls, trans girls, non-binary youth, gender non-conforming youth, gender queer youth, and any girl-identified youth).

Working at GMS

The Assistant to HoS and Event Planner will be a warm and welcoming presence on campus who greets guests, ensures the day-to-day activities of the Head of School and Board of Trustees run smoothly, and provides hospitality for a wide variety of events. An essential responsibility of this role is to build community among and express gratitude to parents, faculty, staff and supporters of the school. In collaboration with colleagues, this instrumental staff member coordinates significant aspects of GMS events including Graduation and Entrepreneurial Night, partners with Advancement to execute GMS’ annual Scholarship Breakfast, and is the first point of contact for members of the GMS Board of Directors.

Primary Duties and Responsibilities

  1. Administration of Head of School office

Support the Head of School by performing a variety of administrative functions, including calendar, special projects, meetings administration and point of contact for internal and external collaborators.

  • Enables the effective use of HoS time using initiative, tact and knowledge of priorities in maintaining calendars, arranging meetings, making travel arrangements and resolving conflicting schedules.
  • Arranges all needs for internal and external meetings including preparing, distributing, taking notes, and following up on communications; organizing schedules and locations of meeting venues; ensuring remote invitations and access; arranging for travel and resources as needed.
  • Manage institutional association memberships; serve as point person for outside vendors, clients, and partners. Develop/update materials management system that makes it easy for HoS and others to efficiently locate necessary documents, information, correspondence, etc. for both electronic and paper-based records.
  • Anticipate and respond to daily changes in priorities in a helpful, flexible manner.
  • Support HoS with crucial communications including composing and/or editing memos to parents, staff, Board, and other people of interest; ensure timely delivery and receipt to important correspondent recipients; compile reports and data from internal parties and prepare presentations.
  • Organize and execute GMS employee tenure awards, family event gifts, Board recognition.
  • In coordination with various departments, select, purchase and distribute logos and other materials.
  • Administer the weekly staff lunch program and order food/snacks for various meetings and events, including pre- and in-service trainings, on-site and remote parent meetings, Board meetings, etc.
  • Maintain portions of the master school administrative calendar, including Board events and meetings, staff meetings, etc.
  • Participate on the Health & Safety Committee.

2. Support Board of Trustees and its committees

Provide administration for the Board with meeting scheduling, planning, and communication; documentation preparation and distribution. Organize and archive documents and make them easily available to all trustees. Attend Board meetings and take and distribute minutes. Assist with new Trustee orientation.

3. Event Planning and Execution

Manage all venue arrangements for multiple annual events including Graduation, faculty/staff social events, New Family Breakfast, in-service training. Partner with internal stakeholders on arrangements for Entrepreneurial Night, Scholarship breakfast, donor events, interviews, Open Houses, etc.

  • Develop relationships with vendors, suppliers and external businesses of interest to provide options for event management.
  • Coordinate with IT and Facilities staff on preparation and readiness of day of event needs.
  • Recruit faculty, staff and volunteers and provide clear instructions for delivery, set-up and take-down needs for each event to all interested parties.
  • Communicate with school neighbors regarding off-hours events as needed.

Qualifications, Education and Experience

Unimpeachable integrity and discretion

Outstanding organizational skills and attention to detail; skill in prioritizing duties by importance and extrapolating that knowledge to new responsibilities

Collaborative, flexible, and supportive approach to teamwork and colleagues; talent at developing strong working relationships

Warm and positive demeanor, good sense of humor, and the ability to stay calm in stressful situations

Excellent verbal and written communication skills

Strong technical skills, particularly with spreadsheets, word processing and meeting software (Mac, Google Apps, MS Office, Zoom)

Cross-cultural competency and the respect and humility necessary to engage with people from diverse backgrounds

Previous experience in an academic or non-profit setting is preferred but not required

Bachelor’s degree or equivalent knowledge and/or experience in an administrative role

Physical requirements include long hours at a desk using office equipment; the ability to stand, sit, bend, stretch, lift up to 40 lbs.

Commitment to the empowerment of young women and the goals of the organization

Ability and willingness to work occasional nights and weekends

EEO Statement

The Girls’ Middle School is committed to the principle and practice of equal employment opportunity, a diverse and inclusive workplace, and a work environment free of discrimination and harassment. Employment decisions at GMS are based on business needs, job requirements and individual qualifications, without regard to race, color, creed, religion, sex, age, gender, gender identity, gender expression, sexual orientation, marital status, parental status, national origin, language, disability status, ancestry, military or veteran status, citizenship, or any other consideration made unlawful by federal, state, or local laws. All candidates, particularly candidates from groups traditionally underrepresented in independent schools, are welcome and encouraged to apply.