Executive Assistant

Overview

The Executive Assistant (EA) supports the Head of School by ensuring clarity, organization, and follow-through in executive work. This role manages priorities, supports board and leadership processes, and reinforces consistent execution of decisions made at the leadership level.

Working under the Head of School, the Executive Assistant helps maintain a focused and accountable leadership environment by aligning schedules, preparing materials, and tracking progress on key priorities, including supporting execution of strategic plan initiatives.

Personal Qualities

• Highly organized with strong attention to detail and follow-through
• Clear and professional communicator
• Proactive and able to anticipate needs
• Calm, steady, and reliable under pressure
• Discreet and trustworthy with confidential information

Job Responsibilities

Executive Support and Calendar Management

• Manage the Head of School’s calendar, priorities, and scheduling
• Ensure alignment of time with top school priorities
• Prepare agendas, materials, and briefings for meetings
• Attend key meetings and capture clear, concise notes
• Maintain simple dashboards or trackers for key priorities and commitments

Board Support

• Coordinate board and committee meeting logistics, materials, and communication
• Prepare and distribute board packets
• Track board action items and ensure follow-through
• Serve as primary coordinator for board operations and governance workflow
• Maintain governance calendar and key deadlines

Leadership Team Support

• Support weekly leadership meetings through agenda preparation, note-taking, and follow-up tracking
• Maintain a clear record of priorities, decisions, and next steps
• Support leadership follow-up and documentation of commitments

Strategic Coordination and Follow-Through

• Track key priorities and strategic plan initiatives owned by the leadership team
• Ensure each priority has a clear owner, next step, and timeline
• Follow up on outstanding items and surface gaps to the Head of School
• Authorized to follow up directly with leadership team members on priorities and timelines on behalf of the Head of School
• Maintain clear accountability for progress toward key strategic priorities

Communication Support

• Proofread and edit internal and external communications for the Head of School
• Ensure clarity and consistency in messaging
• Help streamline communication flow to reduce confusion and duplication
• Ensure alignment between Head of School messaging and strategic priorities

Organization and Systems

• Maintain core systems for organizing meetings, documents, and workflows
• Ensure key information is organized and accessible
• Support consistency in meeting rhythms and leadership workflows

Workload and Prioritization

• Prioritize high-impact executive support work
• Balance proactive planning with timely follow-through
• Maintain focus on executive priorities rather than operational tasks

Reporting Relationships

The Executive Assistant reports to the Head of School and works closely with Board leadership.

Experience

• Experience in executive support, administration, or a related field
• Experience supporting senior leadership or managing complex schedules preferred
• Strong organizational, communication, and time management skills