Executive Assistant to the Head of School
Posted by: The Northwest School
Description
The Northwest School is a college-preparatory, co-educational independent school near the heart of downtown Seattle. We offer a rich and challenging program to 470 students in grades 6 through 12, including 86 international students. The Northwest School is committed to a diverse workplace and actively encourages applicants with a commitment to issues of diversity and social justice. The School seeks an experienced and organized Executive Assistant to provide administrative support to our Head of School.
Responsibilities include, but are not limited to:
Supporting the Head of School:
- Provide administrative support to the Head of School, including: managing the calendar; answering phones; preparing routine correspondence; setting up meetings, meeting materials and reminders; sorting and prioritizing incoming correspondence; scheduling, and travel.
- Conduct routine research; prepare reports and presentation materials for the Head of School as directed.
- Maintain files and organize information in support of the Head of School’s duties (e.g., educational advocacy activities binders, strategic planning information, Board of Trustees’ meetings).
- Act as the Head’s liaison to the Business Office, managing the central office budget, credit card reconciliations, etc.
- Act as the Head’s liaison with Trustees and as their first point of contact with the school.
- Provide administrative support to the Board, including: setting up meetings (both full Board and Committees), draft agendas, meeting materials and reminders; and attending meetings (full Board and Committees), taking notes and distributing minutes.
- Maintain all Board records (e.g., board meeting minutes and documents, non-profit documentation and state registration, current articles of incorporation and by-laws, etc.).
- Maintain, update, and distribute board handbooks, board recruitment materials, and other related support materials.
- Supervise the Receptionist to ensure high level of service and attentiveness at the Front Desk.
- Ensure that all Main Office equipment is running smoothly (copier, postage machine); coordinate with IT or appropriate vendor for repairs.
- Maintain office supplies including writing implements, staples, paper, etc. Order supplies as needed.
- Organize and implement large-scale mailings to students, parents and faculty, when needed.
- Fill in for Receptionist when needed. Coordinate front desk coverage for vacations, sick time, etc.
- Manage the substitute teachers, including coordinating teacher requests, substitute sign-in, recording hours, and reporting them to HR in a timely fashion.
- Provide administrative support to other members of faculty, including meetings, conference registrations and travel plans.
- Minimum five years of experience as administrative assistant; experience providing administrative support to executive-level staff and board(s) of directors required.
- Two-year college degree; Bachelors degree preferred. Equivalent education plus experience may be acceptable.
- High level of competence with MS Office suite, particularly Word, Outlook, Excel and PowerPoint.
- Detail-oriented, organized, and able to manage multiple tasks and responsibilities simultaneously and meet relevant deadlines.
- Ability to maintain professionalism and confidentiality in sensitive, complex, and/or controversial situations.
- Strong writing skills; experience in drafting agendas, correspondence, presentations, reports, and other written documents.
- Excellent interpersonal and verbal communication skills.
- Self-starter with ability to work both independently and on collaborative teams.
- Cheerful, friendly manner and a good sense of humor.
- Successful experience working with diverse populations.
- Experience working in a school or a nonprofit environment preferred.
Candidates should submit a cover letter, a resume, references, and other supporting information that may aid their candidacy. Final candidates will visit the school and interview with faculty members. Compensation and benefits are competitive with other Seattle area independent schools.
Please send to:
Tracey Lyman, Human Resources Manager
The Northwest School
1415 Summit Avenue
Seattle, WA 98122
Fax: (206) 328-1776
or
E-mail: hr@northwestschool.org
How to apply
Application process
Candidates should submit a cover letter, a resume, references, and other supporting information that may aid their candidacy. Final candidates will visit the school and interview with faculty members. Compensation and benefits are competitive with other Seattle area independent schools.
Please send to:
Tracey Lyman, Human Resources Manager
The Northwest School
1415 Summit Avenue
Seattle, WA 98122
Fax: (206) 328-1776
or
E-mail: hr@northwestschool.org
