Executive Assistant to the Head of School

Position Title:     Executive Assistant to Head of School

FLSA Classification:  Exempt

Reports To:      Head of School

Hours:         Full-time, 40 hours per week

SUMMARY

The Executive Assistant to the Head of School represents the Head of School and The Post Oak School 

as the first voice and face many people hear and see when calling, emailing, or visiting The Post 

Oak School.

This position is responsible for handling a wide range of administrative and executive 

support-related tasks. It requires the ability to work independently with little-to-no supervision. 

Flexibility and excellent organizational skills are needed to support the executive team of diverse 

people and programs.

The position further requires interaction with staff members of all levels, which must be done with 

a high level of professionalism and discretion, in a fast-paced environment, sometimes under 

pressure, while remaining proactive, resourceful, and efficient. Expert level of written and verbal 

communication skills, strong decision- making ability, and attention to detail are equally 

important.

This position requires a commitment to uphold the mission and values of The Post Oak School. The 

function of this position is critical to the Head of School’s ability to implement the strategic 

plan of the school.

JOB DUTIES AND RESPONSIBILITIES:

Manage the Head of School’s Calendar

•  Respond promptly to any requests for meeting times

•  Stay informed about the Head of School’s main priorities and schedule meetings 

accordingly

•  Schedule meetings and conference calls as requested by the Head of School 

Serve as Administrative Support for the Head of School

•  Manage HOS’s inbox; act as gatekeeper; answer phone; locate others when needed file perform 

special tasks as needed

•  Attend weekly staff meetings; coordinate and send agenda; take minutes and distribute to the 

leadership team; maintain action item lists as needed

•  Assist in event set-up and logistics for off-site dinners or activities

•  Manage the Head of School’s travel by arranging flights, hotel accommodations, car rentals, and 

other travel logistics for speaking engagements and meetings/conferences

•  Coordinate the shipping of event materials when needed

•  Serve as point person for confidentiality agreements

•  Maintain credit card for the School, including reconciling, coding, maintaining receipts, and 

submission of expense report

•  Notarize documents as needed

•  Be available for emergencies and/or problem-solving 

Special projects as requested

•  Create and maintain database of electronic records, including scanning and organizing

•  Represent the HOS as the liaison to HISD PNP External Funding (Title II and Title IV) 

cohort

   o Attend meetings, maintain records, execute forms, manage budget

   o Process professional development requests from teachers to see if they qualify under Title 

   programs and process payments through Catapult Learning

•  Provide administrative support on a smaller scale for CFO and others as needed

Plan meetings/retreats for the Board of Trustees and other events hosted by the Head of School

•  Collect RSVPs

•  Order food

•  Coordinate meeting agendas and board meeting book

•  Contact committee chairs in advance of meeting for meeting documents

•  Distribute meeting packets via Board Effect

QUALIFICATIONS

•  Bachelor’s degree from an accredited institution

•  Previous experience as an Executive Assistant is preferred

•  Excellent interpersonal skills, including the ability to be discreet and maintain 

confidentiality

•  Articulate, professional demeanor with strong self-confidence and initiative

•  Critical thinking and ability to exercise excellent judgment in decision-making

•  Ability to be flexible and adapt to changing priorities

•  Ability to manage time and meet strict deadlines is key

•  Ability to anticipate needs and prioritize tasks

•  Proven written and verbal communication skills

•  Strong organizational and planning skills

•  Willingness to learn

•  Strong knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams and Outlook), 

Zoom, Google Suites (Advanced proficiency with Microsoft Outlook is crucial)

•  Familiarity with SurveyMonkey and other survey-generating tools

•  Proficiency using computers, printers, copy machines, and fax machines