Executive Assistant to the Associate Head of School for External Relations

Our Mission

• Serve as primary point of contact for Associate Head of School
• Manage complex, high-volume calendars; anticipate conflicts and proactively resolve scheduling challenges
• Prioritize requests and safeguard executive time in alignment with institutional priorities
• Coordinate meetings, events, and travel logistics
• Maintain professional flexibility to support urgent matters, leadership needs, and institutional events beyond regular office hours when necessary

• Draft and edit executive-level communications, presentations, and correspondence
• Filter and manage incoming communications with discretion and sound judgment
• Communicate on behalf of the Associate Head of School with students, parents, faculty, Trustees and donors
• Serve as liaison between departments, including External Relations, Academics, Student Services, Operations, and Human Resources
• Address and problem-solve stakeholder inquiries with professionalism and tact

• Support and help execute the annual institutional Roadmap process
• Oversee scheduling and logistics for External Relations Retreats and Office Meetings
• Plan and coordinate External Relations Leadership meetings
• Prepare agendas, briefing materials, and documentation
• Record meeting notes and track follow-up action items to ensure accountability
• Support off-hours institutional events, including but not limited to Back-to-School Night, Admissions events, Challah Bake, Donor Events and Graduation

• Register for conferences and coordinate team involvement
• Coordinate travel
• Develop detailed travel itineraries and manage last-minute adjustments
• Process and submit expense reports accurately and in a timely manner

• Gather, prepare, and submit confidential documentation
• Prepare and manage sensitive student and personnel records
• Maintain strict confidentiality and discretion in all matters

• Collaborate with the Executive Assistant to the Head of School and Executive Assistant to the Head of School of Academic Affairs on cross-institutional initiatives
• Support hiring processes for assistant roles, including interview coordination and onboarding
• Partner with Human Resources to facilitate candidate visits and recruitment logistics
• Conduct research to inform leadership decision-making and institutional strategy
• Cultivate and support external partnerships as needed

• Four years of experience as an administrative assistant in a school setting or equivalent.
• Highly proficient with Mac, Google Workplace, standard office equipment and generative AI.
• Experience working independently and as a highly collaborative team player.
• Experience operating with and the ability to maintain strict confidentiality.
• Experience in planning, prioritizing, and leveraging strong organizational skills.
• Strong interpersonal, verbal, and written communication skills, and able to interact effectively with a wide variety of people/roles.
• Strong attention to detail.
• Ability to work in an office environment with frequent interruptions.
• Other related duties as assigned.