Executive Assistant to The Head of School

2 weeks ago

Charlottesville, United States St. Anne's Belfield School Full time

**Primary Responsibility**: The Executive Assistant to the Head of School provides high-level administrative support by exercising substantial judgment and decision-making, attention to detail, professionalism, confidentiality, grace, and a sense of humor. The person in this role must be a creative problem solver and enjoy working in a mission-driven, fast-paced, and community-oriented environment. The ideal individual will write and speak precisely and eloquently, possess exceptional administrative and organizational skills, and have a demonstrated ability to prioritize amongst competing goals and objectives. The ability to work under pressure while handling a wide variety of activities is crucial to success in this position.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
**Executive Support**

Completes a wide variety of administrative tasks for the Head of School (HOS), including, but not limited to:

- Managing, prioritizing, and protecting a highly-active schedule of appointments, creating win-win situations for direct access to the HOS,
- Completing expense reports and gathering information for annual reports,
- Composing and preparing correspondence,
- Keeping the HOS apprised of essential upcoming commitments and potentially sensitive issues, following up as appropriate,
- Warmly welcoming visitors, including faculty, students, parents/guardians, volunteers, donors, and board members, and
- Answering phones and directing incoming inquiries to the appropriate party as necessary in a positive and professional manner.

**Event Planning**

Directly manages or provides support for a variety of special events and projects for the Head of School and school-wide community, such as:

- Annual community events like Convocation, Commencement, and Lessons and Carols,
- High-level meetings and retreats for various constituencies such as the Board of Trustees, Senior Administrative Leadership Team (SALT), and committees assembled by the HOS, and
- Special activities hosted by the HOS, such as priority guest visits, luncheons, and notable celebrations on and off campus

**Administrative Leadership**
- Engages with administrative colleagues in a leadership capacity, initiating quarterly meetings and training and coordinating phone coverage when necessary.
- With direction from the HOS and in collaboration with the Communications department, coordinates the School's calendering process for internal and external events and
- Contributes to scheduling internal event requests and room reservations for internal meetings.

**Board Support and Liaison**

With guidance from the HOS and Board Chair, serves as liaison to the Board of Trustees for all campus and off-campus constituencies. Manages all administrative matters related to the Board, including responsibilities like:

- Creating agendas, related materials, presentations, and invitations for board meetings, retreats, and new trustee orientations,
- Coordinating logístical needs such as space reservations, technology support, and food,
- Gathering all notes, minutes, and presentations for distribution to board members and archiving in the board portal and internal drive, and
- Maintaining updated board committee rosters, directory updates, and major dates calendars.

**Characteristics Sought**
- Demonstrated ability to work both collaboratively and independently with diverse populations, including students, parents/guardians, faculty and staff, trustees, donors, volunteers, and government officials,
- Exceptional organizational, time management, and customer service skills with the ability to effectively and positively communicate with all constituents, both orally and in writing,
- Uncompromised integrity and maturity in handling confidential information, recognizing the dignity of all people,
- Energized by the responsibility of managing multiple priorities and projects with extreme accuracy in a service-oriented environment, often under deadline pressure,
- Prioritizes conflicting needs and handles matters expeditiously and proactively, and
- Ability to learn new skills and adapt to changing conditions.

**QUALIFICATIONS**
- Three to five years of supporting C-level executives, preferably non-profit executives,
- Expert use of professional software (Microsoft Office and/or Google Workspace), specifically word processing, spreadsheets, and presentation software. Experience with database management systems such as Veracross or Blackbaud is a plus,
- Event and meeting planning experience,
- Ability to work long hours on occasion, including attending weekend and evening events on and off campus, and
- Demonstrated ability to maintain credibility, trust, and support across departments and with management.

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