What are the responsibilities and job description for the Executive Assistant, Education position at Bancroft?
Overview
Under the supervision of the Principal/Executive Director of Education, provides support to the Principal and Executive Director of Education in a wide range of office and school operations. Coordinates and organizes office activities and flows of communications and information for the Principal and Executive Director of Education. Provides support by planning, organizing, supervising a variety of tasks.
Responsibilities
Proactively manages the busy schedules of the Executive Director and Principal requiring ongoing communication with stakeholders both internal and external to Bancroft. Assists in planning meetings and events.
Follows up on communications and requests appropriately and as needed.
Assists in the coordination and preparation of meetings (e.g., internal leadership, external stakeholder, and Board meetings). Arrange logistics for meetings, as required, including space reservation, technology requirements, meals and refreshments, directions for visitors, and dining, and other related requirements. Coordinate travel arrangements for school administrators or executive(s), as required.
Creates/coordinates Agenda’s for Ed. Leadership Meeting and Ed. Collaboration Meeting (weekly)
Takes notes/minutes at the Ed. Collaborative Meeting (monthly)
Plans ahead to ensure executives have the material required for each meeting, such as agendas, presentations, information on guests, talking points, etc. Take meeting minutes as required.
Creates and manages the school Calendar
Assists with coordinating events:
Scholastic Book fair (collaborate with Bancroft parents
Children’s Holiday Party (send requests to parents, etc.).
Direct Care Week
Teacher’s Appreciation Week
Back to school night (agenda, mailing to parents/guardians)
Assists with management of committees. Help arrange meetings, take notes and provide necessary follow ups.
Independently initiates necessary follow-up action to ensure adherence to established project timeline and effectively collaborates with others to contribute to project completion.
Represents executives in a professional and courteous manner in person, in telephone conversations, and in written correspondence.Handles confidential information in a professional and discreet manner.
Collaborates with supervisor(s) to ensure coordination of administrative functions across the organization.
Sets high standards in the completion of all administrative tasks, including presentations, reports, other documents and correspondence, ensuring they are completed in an effective and efficient manner (well written, clear layout and design, etc.).
Ensures all written materials are prepared with high standards, including everything from brief thank you notes, to correspondence, to meeting minutes.
Sorts and distributes departmental incoming mail on a daily basis. Prepares outgoing mail via first class, certified, priority, etc., answers/screens phone calls when requested, and maintains executive files as needed.
Performs other related duties as assigned or as necessary. Remains flexible and adaptable in work schedules and work assignments as defined by department/program needs.
Qualifications
Bachelor’s Degree Preferred in Marketing/Psychology and a focus on education.
At least 2 years of administrative experience, including experience in an educational setting and understanding the IEP process as well as many other nuances of education. Additional experience includes customer service.
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