Available Position: Executive Assistant to the Head of School

Department: Head of School

Reports to: Head of School

FLSA Classification: Non-Exempt (Hourly)

Full/Part-time: Full-time (12 months)

Date Posted: March 4, 2024

Start Date: Immediately

About The Hockaday School:

The Hockaday School is an independent, college preparatory school for girls of strong potential and diverse backgrounds who may be expected to assume positions of responsibility and leadership in a rapidly changing world. With an enrollment of more than 1,100 students, The Hockaday School is the nation’s largest prekindergarten through grade 12 independent girls’ school. Ranked among the country’s finest college preparatory schools, it was founded over a century ago and continues today to build on its original Four Cornerstones: Character, Courtesy, Scholarship, and Athletics.

Hockaday’s faculty are recognized as experienced leaders in their field and students in every grade benefit from outstanding faculty and access to unmatched resources. Families who choose Hockaday care deeply about providing their daughters with a comprehensive and rigorous education, both inside and outside the classroom. Hockaday’s student body reflects the diversity that is deeply valued by the School.

Position Description:

The Executive Assistant to the Head of School provides a full range of administrative support to the Head of School, and oversees the Head’s office, functioning as both an extension of the Head and ensuring responsiveness, efficiency and warmth so that everyone feels welcomed and well-served. In addition, the Executive Assistant provides administrative support to the Board of Trustees, limited support to the Leadership Team, and manages a variety of projects.

Essential Functions:

· Serves as a representative of the Head of School, answering questions, resolving issues, and making connections, always ensuring the Head and the School are represented in a professional, hospitable, and responsive manner

· Provides support to the Head of School, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the Head

· Serves as receptionist for the office of the Head of School: greets guests, answers phones and emails, and responds to questions from faculty, staff and visitors

· Maintains the Head of School’s online calendar in Microsoft Outlook; prioritizes requests for the Head of School’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances

· Ensures the Head of School is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner when needed

· Prepares purchase orders and processes invoices for goods and services for Head of School approval, working with the Business Office to ensure timely processing and payment

· Prepares the Head of School’s monthly credit card reconciliation and procures and attaches appropriate receipts

· Maintains an organized and logical filing system for all electronic and paper documents

· Makes and manages all travel arrangements for the Head of School, including airline and hotel reservations, conference registrations, transportation, etc.

· Organizes and coordinates catered luncheons and other events on campus

· Attends and prepares minutes for meetings of the Board of Trustees and Executive Committee.

· Prepares the agenda and collates, compiles, and packages meeting materials for mailing and emailing to the Board of Trustees prior to each quarterly meeting

· Provides administrative support to the Board of Trustees, including correspondence, agendas and minutes for Board meetings, and all logistics for meetings, retreats, and events

· Works with Leadership Team to coordinate workflow, facilitate projects, and plan meetings and retreats

· Reviews, edits, and proofreads various documents

· Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head of School

· Abides by Hockaday’s Code of Ethics and Conduct

· Demonstrates a commitment to the ideals expressed in Hockaday’s Tenets of Staff Excellence

· Performs other duties as assigned by and in support of the Head of School

Qualifications/Experience:

· Bachelor’s degree preferred

· Proven experience as an Executive or Administrative Assistant; experience in a private school setting is preferred

· Superior organizational skills, project management experience and logistical skills.

· Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, Trustees, and the public

· Ability to maintain confidentiality at all times

· Proactive problem solving, both detail-oriented and flexible, demonstrating mature judgement and the ability to maintain confidentiality and composure under pressure

· Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy

· Advanced understanding and ability to use computers and technology including Microsoft Windows and Office products and a proficiency in the use of basic office equipment

· Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks

Training:

· Participate in all requisite School trainings prior to the start of school and throughout the School year

· Attend required staff development and training sessions throughout the year

· Attend periodic in-service meetings

· Acknowledge receipt of the current Employee Handbook and are responsible for reviewing the contents and abiding by rules, policies and procedures stated in the Handbook or otherwise by the School

· Abide by Hockaday’s Code of Ethics and Conduct

· Commit to the ideals expressed in Hockaday’s Tenets of Staff Excellence

Physical Requirements and Work Environment:

· Regularly works in standard office conditions and climate

· Regularly uses close and distance vision, including working at a computer screen for extended periods of time

· Works at a desk for extended periods of time; occasionally moves around campus

· Ability to occasionally move items weighing up to 30 lbs. across the office or campus

· Works in a highly stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions

· Ability to work flexible hours to support the Head of School with emergent and urgent items and to meet deadlines; position will require some non-traditional work hours, including occasional nights and weekends

· Ability to maintain appropriate boundaries with students, fellow staff and community members

Limitations and Disclaimer:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. This job description reflects administration’s assignment of essential functions; and nothing in this herein restricts administration’s right to assign or reassign duties and responsibilities to this job at any time.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

Application Requirements:

Qualified candidates should complete an online application for employment under How To Apply at https://www.hockaday.org/about/employment and attach a cover letter and résumé. You will receive an email confirming receipt of your application and additional details to complete the application process. Contact recruitment@hockaday.org with any questions.

The Hockaday School is an equal opportunity employer. It is our policy not to discriminate, and to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, color, sex, sexual orientation, creed, religion, national origin, ethnicity, age, disability, veteran status, or other applicable protected classification.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person