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Executive Assistant/Office Manager

JOB BRIEF:

The Executive Assistant/Office Manager will provide high-level, professional administrative support to the Head of School as a priority, and manage front office/reception area needs overall. Reporting directly to the Head of School, the Executive Assistant/Office Manager provides executive support in a highly informed, one-on-one working relationship. This role is critical for providing the first impression, showing high level customer service and providing a warm, professional, welcoming and helpful experience for students, teachers, parents, donors and prospective students and their families.

The Executive Assistant/Office Manager also serves as a liaison, on behalf of the Head of School, to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects as assigned by the Head of School. The Executive Assistant/Office Manager must be detail oriented, highly aware of Head Of School and organizational needs, and enjoy working within an executive environment.

The Executive Assistant/Office Manager must have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and have the ability to maintain a realistic balance among multiple priorities.

KEY RESPONSIBILITIES, EXECUTIVE ASSISTANT:

· Manage sensitive matters with a high level of confidentiality and discretion especially HEAD OF SCHOOL decisions directly impacting the global operations of the school.

· Support and maintain the HEAD OF SCHOOL's daily calendar of meetings and events, with an eye to predictive needs and confirming with the HEAD OF SCHOOL.

· Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization, as directed by the HEAD OF SCHOOL.

· Arrange travel and accommodations for the HEAD OF SCHOOL, including preparing expense reports.

· Screen incoming telephone calls and requests to meet; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

· Excellent communication and time management skills; proven ability to meet deadlines.

· Ability to function well in a high-paced environment; performs additional duties as assigned by the HEAD OF SCHOOL.

· Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.

· Manage the Executive's contacts.

· Assist in preparing and managing presentations and decks.

· Be responsive to emails/texts/phone calls, with contact outside normal business hours.

· Welcome the HEAD OF SCHOOL’s guests by greeting them, in person or on the phone; answering or directing inquiries.

· Use discretion, confidentiality, and good judgment to handle C-Level matters.

· Represent the school and the HEAD OF SCHOOL in a professional and positive way, using great courtesy in all interactions, using polite speech and demeanor, and through great follow-up skills and sound judgment.

· Conserve the HEAD OF SCHOOL's time by reading, researching, collecting and analyzing information as needed, in advance.

· Complete ad hoc projects as assigned – such as school events and/or school family needs.

· Organize complex HEAD OF SCHOOL calendar and schedule demands; resolving any scheduling issues

KEY RESPONSIBILITIES, OFFICE MANAGER:

The Office Manager's responsibilities that must be met include ensuring the smooth operation of the office and administrative functions. This role requires a highly organized, detail-oriented individual with excellent communication and leadership skills. The Office Manager will manage office supplies, handle administrative tasks, coordinate office events, and support the overall efficiency of the office environment.

· Oversee daily office operations and ensure that office processes run smoothly.

· Manage office supplies inventory and place orders as needed.

· Coordinate maintenance and repairs of office equipment.

· Assist in the preparation of regularly scheduled reports.

· Develop and maintain a filing system.

· Handle office-related inquiries and provide general support to visitors.

· Plan in-house or off-site activities, such as parties, celebrations, and conferences.

· Ensure office safety and compliance with health and safety regulations.

· Manage nurses’ station: treating students, maintaining supplies, keeping medication and treatment logs

· Implement and maintain office procedures and policies, as directed by the HEAD OF SCHOOL.

· Support HR in onboarding and offboarding employees.

· Liaise with facility management vendors, including cleaning, catering, and security services.

· Support Director of Admissions to manage paperwork of the full application process including: create and maintain new applicant files, track and collect required documents (birth certificates, immunization records, school records, teacher recommendation forms), upload and manage all documentation within student digital accounts, review all enrolled student files prior to the start of the school year to confirm updated immunization records in preparation for AZ State health department reporting

· Other duties that may be assigned by the HEAD OF SCHOOL.

SKILLS AND QUALIFICATIONS:

· Bachelor's degree required, or

· 5+ years of related executive support experience, working in an executive assistant role supporting C-Level executives, and

· 2+ years of related Office Manager experience

· Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)

· Ability to communicate effectively and professionally.

· Flexible hours as dictated by the needs of business for projects and meetings.

NECESSARY ATTRIBUTES:

· Business sense - has a strong business sense, can decipher priorities/triage issues, and make sound judgment calls when needed.

· Commitment to excellence - perform duties at the highest level possible on a consistent basis.

· Excellent communicator - able to interact with people of all levels in a courteous, confident, professional manner.

· Demonstrate ability and temperament to work with sensitive information.

· Team player - have team-oriented experience and approach.

· Service focus - dedicated to meeting the expectations of the HEAD OF SCHOOL and other school administrators, by maintaining effective relationships with all parties.

· Ability to think on their feet, and engaged with a sense of urgency to HEAD OF SCHOOL's and other administrators' needs.

Work Environment:

· This role operates in a professional, indoor office environment with minimal exposure to outside elements.

· The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements:

This job is considered a LIGHT DUTY job, as that job is defined by the Social Security Administration, C.F.R. §404-1567, (b) Light work. Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

Equal Employment Opportunity Statement: The Tucson Hebrew Academy is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Pay: From $20.00 per hour

Benefits: