Executive Assistant to the Head of School's Office

Georgetown Day School opened its doors in 1945 as the first integrated school in a segregated city. Governed by a Board of Trustees elected by the parent body and administered by an appointed Head of School, it was founded by seven families who wanted to create a school committed not only to academic excellence and educational innovation but also to a value system emphasizing appreciation and respect for others. Believing that diversity was the ground out of which all deep and rich learning occurs, they established a school where all children would be welcome, celebrated, and challenged to be their best selves.

Today, the School's philosophy, programs, and position in the national educational landscape strongly reflect its roots. Having grown from 12 children in 1945 to 1075 students in PK-12 today, GDS is recognized as one of Washington, D.C.'s and the nation's most dynamic educational institutions.

Since the school's founding, GDS has called eight different locations home. In the fall of 2020, in the midst of the pandemic, the Lower, Middle, and High Schools were all joined on one extraordinary campus.

About the Position

Division: All-School

Location: 4200 Davenport Street, NW, Washington, DC

Hours: 8 a.m. - 4 p.m. (with flexibility--periodic 7:30 a.m. arrivals for morning meetings or late days for afternoon/evening events as needed)

Start Date: November 2024

Status: Full Time, Salary Non-Exempt

Salary Range: $75,000 to $85,000 annually

Note: Applications will be reviewed on a rolling basis.

Georgetown Day School, an independent Pre-K-12 school, seeks an experienced Executive Assistant to the Head of School's Office. The Executive Assistant to the Head of School's Office works closely with the Head of School, the Associate Head of School, and the Chief of Staff to provide crucial administrative support, project management of discrete projects, and thought partnership for a dynamic office. As a diverse, inclusive school devoted to social justice and preparing students to live and work in an increasingly globalized and multicultural society, GDS is particularly interested in professionals with demonstrated interest and experience in working in such a school setting.

The ideal candidate will have a positive approach and the ability to learn quickly. The individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented and enjoys working collaboratively in a fast-paced environment. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies.

The Executive Assistant is a key partner within the Head of School's office. The Executive Assistant must be highly organized and have the ability to think critically and offer solutions to problems with a high level of professionalism. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment.

Primary Responsibilities

• Serve as the primary "gatekeeper" for internal and external constituencies on all matters pertaining to the Head of School's Office, including those of a highly confidential nature.

• Provide administrative support to the Head of School, the Associate Head of School, and the Chief of Staff, including:

  • Manage the Head of School office calendars. Draft, proofread, and format documents and correspondence from the Head of School's office.

  • Ensure that materials and necessary preparations are in place for meetings such as leadership team and board committee meetings.

  • Answer, screen, and route phone calls as appropriate.

  • Manage the expense reconciliation for the Head of School, Associate Head of School, and Chief of Staff.

  • Coordinate travel, hotel, and conference registrations for the Head of School’s office.

• Serve as a welcoming, discrete and effective representative of the Head of School's office, which includes greeting guests, supporting the coordination of various special events to honor colleagues (including Staff Week, 20 year Club Luncheon, retirement parties, Staff Appreciation, etc.), sending sympathy and congratulatory messages and gifts, etc.

• Maintain a proactive approach to anticipating the needs of the Head of School, the Associate Head of School, and Chief of Staff, including the preparation for and scheduling of all activities.

• Support with the coordination of various projects and activities, including managing actions, setting timelines, assisting with schedule management, monitoring the progress of the project, and handling any issues that arise, serving as the point of contact and communicating project status to all participants, and creating and maintaining comprehensive project documentation, plans and reports.

• Support the Chief of Staff with the coordination of logistics and planning (to include including room set-up, meals, technology needs, and materials) for board, board committee, leadership, and all-school faculty & staff meetings, including retreats, In-Service Days, Opening & Closing Days, special annual and seasonal events (e.g., annual faculty and staff parties, new faculty & staff welcome events, other major school events, etc.)

• Assist with ad hoc projects, as needed.

Skills & Competencies

• Serve as a reliable and trusted partner with high integrity, honoring confidentiality

• Excellent organizational skills with a keen eye for detail, impeccable follow-up skills, and the ability to manage multiple competing priorities

• Flexible, responsible, and resourceful, with strong time-management skills

• Ability to work independently and creatively within established guidelines

• Ability to think outside of the box with a sense of urgency

• Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts

• Ability to collaborate with colleagues and constituencies from across the school community

• Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously, and the ability to prioritize competing responsibilities to meet deadlines

• Commitment to working in and fostering an inclusive community;

• Contribute positively to the overall morale of those within the institution.

• Commitment to excellence - perform duties at the highest level possible on a consistent basis

• Professional demeanor, welcoming disposition, sense of humor, and positive attitude

• Strong written and oral communications skills

• Ability and willingness to occasionally work outside of the workday or work week for special programs, events, and meetings is required.

• Ability to work in a dynamic environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.

• Ability to lift up to 30 pounds.

• Ability to work at a desk and computer for extended periods.

• The school is located on an urban campus with multiple buildings, properties, and personnel; a requirement of this position is to have capacity to navigate seamlessly between locations, work spaces, and with various constituents.

• High level of technical and computer proficiency, including working knowledge of Google Suite, Microsoft Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. School database proficiency is preferred, but not necessary

• Prior experience as an administrative assistant to a high-level executive is preferred

• Bachelor's degree preferred, but not required

Americans with Disability Specifications

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.

The noise level in the work environment is usually moderate.

To Apply

Qualified candidates should submit a cover letter, resume, and list of three references using our online application system through ADP/Workforce Now: http://www.gds.org/Recruiting. To find out more about the school, candidates should visit our website at www.gds.org. For full-time, permanent roles, a summary of employee benefits are available on the GDS website: https://www.gds.org/about/careers-at-gds

As an inclusive school devoted to preparing our students to live, work, and lead in an increasingly globalized and multicultural society, GDS is particularly interested in professionals with demonstrated interest and experience in working in such a school setting and is driven by the core charge of working to enhance and bring joy to every student’s individual learning experience in equitable and meaningful ways.