Executive Assistant

REPORTS TO:                     Director of Institutional Advancement

STATUS/HOURS:              40 hours/week, typical hours Monday - Friday, 8:00am - 4:30pm or 8:30am - 5:00pm. Willingness to work occasional weekends and nights.  Schedule may vary according to departmental and Academy needs.

Position Purpose

Provides timely and effective administrative support for the Director of Institutional Advancement to enable them to manage the IA office.  Confidentiality, discretion, good judgment and the ability to act independently and proactively are critical. Represents Institutional Advancement externally across campus and the alumni.

Job Responsibilities

Trustee Support – Governance and Nominations and Institution Advancement Committees

• Provides support for the Governance and Nominations Committee by attending trustee committee calls, handling highly sensitive and confidential information, adopting and learning technology to best support the GNC, and provides recommendations on a range of trustee-related issues.
• Coordinates and manages all aspects of the annual Trustee Retirement Dinner event.
• Manages production of and editing the Trustee Directory, Trustee Handbook, and Governance and Nominations Committee Nominating Profile Book.
• Oversight responsibility for organizing and compiling data and reports for trustee committees (GNC and IA), department requirements, and external constituent needs.
• Responds independently to miscellaneous information or assistance requests by trustees, former trustees, alumni, Department Heads, Principal, Principal's Staff, and others across campus.

IA Director Support

• Manages and coordinates the Director's calendar, prioritizing inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-date engagements. Proactively anticipates meetings and travel.
• Arranges and participates in office meetings, taking notes and independently working on follow-up items with Department Heads and others across campus.
• Provides counsel and recommendations to the Director of IA concerning personnel matters within the IA department.
• Oversight responsibility for all major donor acknowledgements by the Director in an appropriate and timely fashion.
• Coordinates travel - booking all flights, hotels, ground transportation, scheduling appointments - updates and prepares electronic travel binder, including schedules, research, case statements for the Director's needs on the road.
• Manages the Director's budget, including tracking, payments, and monthly analysis of expenditures to facilitate the Director's management of the IA budget.  Accurately tracks expenses, processes and submits expense reports on behalf of the Director.
• Coordinates IA staff meeting schedules and retreats, including agenda development, notification and logistics. Plans for IA department year-end gatherings.

• Creates and maintains IA staff information - org chart, office and school policies, office protocol and procedures. Advises on IA department physical set up, furniture requirements and works with Facilities to coordinate smooth transition of equipment moving.

IA Department Support

• Acts as a consistent and knowledgeable point of contact for other schools, community groups or members, departments within IA and for other departments across campus.
• Coordinates CASE memberships campus wide.
• Works with Facilities Management regarding all services and repairs needed for both IA buildings.
• Works with Procurement for the purchase and maintenance of all office equipment.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Possess high attention to detail and proof-reading skills.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office.
• Excellent clerical and transcription skills.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, always maintain a professional demeanor and restraint, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

• High School Diploma or GED required.
• Bachelor’s degree preferred.

Experience

• 5 - 10 years’ administrative/clerical experience.
• Experience working with adolescents in an educational setting preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually).