Executive Assistant to the Head of School

POSITION DESCRIPTION

The Executive Assistant to the Head of School/Board Liaison performs general office duties and operations, as well as highly confidential and complex administrative projects for the Head of School. Under general direction, the Executive Assistant assists with administrative and technical details, maintains complex and confidential files, ensures the accuracy and integrity of compliance with contracts and communications from the Head of School’s office. This position understands the role and function of the Head of School, as well as maintains rapport and works closely with the Board of Trustees.

STATEMENT OF FAITH 

As a Christian individual, employed with a Christian institution, Employee acknowledges and affirms that Employee believes, embraces and at all times does and will follow the School’s Statement of Faith, as expressed in Exhibit A attached and incorporated hereto. Employee shall follow Biblical patterns and principals and will manifest by precept and example the highest Christian virtues, values and personal decorum to serve as a Christian role model at all times. Employee understands that continued employment with the School is contingent upon this commitment.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 
General responsibilities include the following. Other duties may be assigned to meet the School's needs.

Executive

• Assist in maintaining relationships with various school constituents.
• Assist with other tasks and special projects as requested by the Head of School.
• Coordinate and schedule events, conferences, meetings, travel, conference rooms, luncheons, etc.
• Manage and maintain the Head of School’s calendar and appointments. 
• Occasionally serve as a recorder at various internal and external meetings throughout the year.
• Proactively suggest approaches and solutions for a variety of needs and problems.
• Processes check requests, reimbursements and reconcile credit card charges on behalf of the Head of School.
• Provide day to day administrative and project support to the Head of School and manage special projects as assigned.
• Receive and open mail, assemble related file material, then submit to the Head of School for action.
• Serve as a resource by understanding and verbalizing the philosophy, standards, and expectations of the Head of School.
• Serve as liaison to the Board of Trustees, acting as document and record keeper as appointed by the Secretary.
• Support the Board of Trustees in prep for all meetings, including scheduling, document prep, technology set up and trouble-shooting, and meals.

Administrative

• Coordinating workflow and maintaining a productive work environment.
• Create meeting agendas, notification and follow up items.
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail.
• Handle internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel.
• Organize and maintain files and records.
• Plan and schedule projects to ensure timely completion.
• Process and maintain confidential information and documents in an appropriate manner.
• Provide effective oral and written communication.
• Prepare responses to various types of correspondence.
• Prepares reports, emails, letters and other documents, using word processing, spreadsheets, database, and/or presentation software.
• Research review and synthesize data and information.
• Skill with office equipment, including copying, scanning of documents for projects or record storage.
• Stocks the board conference room with drinks and snacks.

JOB-RELATED QUALIFICATIONS STANDARDS:

Knowledge, Skills, and Abilities

• Effective verbal and written communication skills and ability to effectively interact with other employees.
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.
• Thorough knowledge of school operations, policies, and procedures.
• Ability to prioritize workload, to meet deadlines and to maintain a high level of quality and accuracy.
• Must possess a professional and positive image at all times and a solid work ethic.
• Possess strong knowledge of Microsoft Office software and be willing to learn new software applications.
• Confidentiality of data requires extreme sensitivity and any disclosures require discretion.

Education and/or Experience

A Bachelor’s degree or equivalent of education/experience is required. Experience supporting a senior level administrator or executive for 5-8 years is preferred.

Language Skills

This position requires excellent verbal and written communication skills. The ability to effectively respond via phone, email or in person to staff, students, families and other constituents is essential.

Additional Requirements

Maranatha holds all employees to high standards of accountability within professional requirements. All are specified in the Maranatha Faith and Lifestyle Statements and in the Employee Handbook.

Mental Demands

Applicants need to have the ability to perform well under pressure, while treating others with respect and consideration. Accept responsibility for own actions, follow through on commitments and exercise good judgment and discretion, along with problem solving.

Work Environment

Most of the time, the work environment is indoors in a comfortable temperature controlled office environment. The noise level in the work environment is usually quiet to moderate. The environment is typically free from dust and hazardous materials. May occasionally be exposed to work near moving mechanical parts.

Terms of Employment

• 12-month employment
• Exempt / Regular /Full-time/ At-Will
• Reporting hours: 7:30am-4:30pm

Evaluation

Performance of this position will be evaluated annually by the Head of School.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential function

Salary : $70,000 - $95,000