Executive Assistant to the Associate Head of School

The Executive Assistant to the AHOS is responsible for providing confidential strategic administrative and project support to the Associate Head of School (AHOS) as a personal executive assistant. The primary responsibility of this 12-month, full-time position, which reports to the AHOS, is to make the student life office more efficient and effective in handling the School’s day-to-day operations in terms of student support/accountability, residential life, and connection with key constituencies (students, parents, Trustees, faculty, staff and the local community). In fulfilling job responsibilities, the successful candidate will support the other members of the student life office while prioritizing the smooth execution of the AHOS’s portfolio of responsibilities.

(The following list of duties & responsibilities are not intended to be complete or all-inclusive and does not preclude management from assigning other or related functions.)

Assistant’s primary responsibilities:

• Develop and maintain organizational systems for managing the AHOS’s correspondence and touchpoints. Manage the AHOS’s calendar and schedule meetings proactively.
• Attend meetings and take notes in support of the AHOS, including documenting and synthesizing meeting outcomes and follow up.
• Maintain all AHOS files and records, including but not limited to student discipline, student wellness communications, documentation for direct reports and budget reconciliation, as well as spreadsheet tracking AHOS interactions, dormitory visits, class visits and student/parent communication.
• Execute behind-the-scenes and back-of-office functions to help ensure AHOS’s work with colleagues in every department and with student leaders is most impactful while handling confidential information and delicate situations with tact and discretion.
• Ensure events, activities and catered gatherings hosted by the AHOS or Student Life Office are well executed.

General student life office responsibilities:

Serve as a member of the Attendance Team with all matters related to attendance

• Follow up on any students not meeting their obligations and documenting all absences in student information system (SIS) and other platforms
• Update employees about student status and other highlights of the day through daily outreach
• Ensure student contact information remains up-to-date in SIS

Manage the employee mailroom and school operations

• Serve as first point of contact with school constituencies by phone
• Manage distribution of incoming mail from the USPS
• Forward mail to certain constituencies as necessary
• Serve as liaison for other offices shipping needs
• Manage school conference room reservation system

Coordinate vehicle sign-out process

• Serve as key point of contact for other offices for vehicle usage (athletics, admission, Health Center and individual usage)
• Liaise with maintenance department to support vehicle upkeep
• Serve as keeper of vehicle keys
• Serve as point of contact for emergency drivers

Qualifications::

• Excellent organizational and time-management skills; ability to meet deadlines, work quickly and manage projects independently.
• Strong written/verbal communication and interpersonal skills.
• Tech savvy with knowledge and efficiency using the Microsoft Office suite, Google Apps for Education & the Adobe suite. Additional programs such as Canva a plus.
• BA or BS degree and a minimum 3-5 years working in a professional environment dealing with diverse constituencies.
• Understanding of the utmost importance of discretion and confidentiality in all matters.
• Experience as a personal assistant or event planner preferred.

School Setting:

Founded in 1848, Blair Academy is a dynamic, coeducational boarding school in northwest New Jersey where 470 students pursue a superior college preparatory education empowered by strong faculty-student relationships and a vibrant community life.

Blair Academy seeks and supports employees who enliven and strengthen our community through their contributions to our classrooms, extracurricular activities and their desire to bring people together in a welcoming, inclusive community. We are committed to hiring people from a diversity of backgrounds. We do not discriminate against any applicants, as we ensure equal employment opportunities for all.

Job Type: Full-time

Pay: From $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Ability to Relocate:

• Blairstown, NJ 07825: Relocate before starting work (Required)

Work Location: In person

Salary : $30