Job Openings

Executive Assistant/Travel Coordinator

Job ID: BH506068

Category: Executive Assistant

Specialty: Administrative

Executive Assistant

Contract to Hire/Direct Hire

Job Location: Natick
Must be vaccinated or have exemption 

Hours: 40

Company Information, Industry, Size: Academia 

Interview Process: Virtual

Must Haves: 

  • Google Suite

Preferred:

  • Academia 
  • Non profit 

Job Summary/Description:

  • Manage the Head of School and Assistant Head of School’s schedule, daily meetings, and conferences;
  • Provide extensive travel planning and management for Head of School and other administrators as needed; manage complex itineraries and support Head of School throughout travel;
  • Act as a central liaison between Head of School and faculty, staff, parents, alumni, donors, and students;
  • Maintain professionalism and confidentiality befitting the office of the Head of School when dealing with all school constituencies both internal and external;
  • Assist the Head of School with the recruitment and onboarding processes for senior-level administrators;
  • Compose, edit, and disseminate all correspondence from the Office of the Head of School;
  • Provide support to the Head of School’s fundraising goals and responsibilities through Raiser’s Edge; liaise heavily with the Advancement Office to support the School’s fundraising goals;
  • Plan and assist in organizing all major events including Awards Ceremony, Graduation, Family Weekend, Professional Development days, Orientation, and employee appreciation events;
  • Track budget spending, generate monthly expense reports, assist in the Head’s office budget management, and authorize expenditures for major events;
  • Draft annual school calendar and lead process of review, approval, and publishing;
  • Draft and edit letters, Head’s Updates, thank-you notes, and other correspondence and communications on behalf of the Head of School;
  • Take and distribute minutes regularly for the faculty/staff meetings, and for other meetings as requested; and
  • Plan, execute, and attend senior leadership retreats.

Secretary to the Board of Trustees

  • Schedule, plan, and coordinate all full board meetings (three times annually) and Executive Committee meetings (typically monthly), and other Trustee meetings as requested
  • Create agendas, compile and distribute materials; take Board minutes
  • Assist with onboarding of newly elected board members as directed by President of the Board of Trustees and Governance Committee Chair
  • Cultivate and steward relationships with trustees on behalf of the Head of School’s office and the School.
  • Manage the online Trustee portal by updating documents, uploading meeting minutes, as well as serve as the primary troubleshooter for site issues.
  • Update all relevant Trustee membership documents such as annual conflict of interest forms, Board Handbook, and Trustee Contact Sheet
  • Steward and manage the relationship with the President of the Board of Trustees and assist in their duties as needed.

Community Engagement

  • As a representative of the Head’s office, it is expected that the Executive Assistant to the Head of School will actively participate in the community by supporting the Student Life program. This may include chaperoning school events or other opportunities for community involvement that arise throughout the school year;
  • Collaborate, attend, and participate in all Professional Development days, training programs, orientation programs, benefit meetings, mandatory seminars, team-building exercises, and safety training/drills; and
  • Pursue professional development opportunities in and out of school; display willingness and ability to grow, learn, explore new approaches, and practice self-reflection.

Essential Skill Sets and Competencies:

  • Critical thinking skills and the ability to problem solve with poise;
  • Customer-service driven work ethic;
  • Must be able to adhere to the highest standards of confidentiality;
  • Ability to make decisions independently and work collaboratively with a team;
  • Strong cultural sensitivity and the ability to have successful interactions within a highly diverse community;
  • Excellent communication skills, both verbal and written;
  • Superior organizational and time-management skills;
  • Strong writing and editing skills as well as ability to adapt Head of School’s writing-style
  • Ability to foresee issues before they arise as well as have an innate sense of the Head of School’s needs;
  • Unwavering patience under duress in a variety of working environments; and
  • Capacity to manage and navigate a wide array of personalities, while cultivating community support for Head’s initiatives.

Qualifications:

  • Bachelor’s Degree or equivalent experience;
  • 2-3 years prior experience in a responsible Administrative position;
  • Proficient in the use of Microsoft Office Suite and Google Applications, and online portal management;
  • Ability to handle highly sensitive information with discretion and maintain confidentiality;
  • Proven interest in the arts preferred;
  • Experience in a non-profit or education setting preferred;
  • Comfortable in a tech-heavy environment; and
  • COVID-19 vaccination and booster or valid exemption required.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Natick, Massachusetts