Chief of Staff & Executive Assistant - Stuart Country Day School

The Chief of Staff and Executive Assistant serves an integral role in supporting the Head of School by providing administrative support and serving as liaison to the Board of Trustees. Meticulous attention to detail, keen problem-solving skills, and the ability to multitask in a fast-paced environment will be essential skills for success in this position. This is a full-time, in-person, 12-month administrative position.

Chief of Staff

●        The Chief of Staff will serve as project coordinator for important School-wide initiatives. The projects will be in support of the School’s strategic priorities under the direction of the Head of School.

●        The Chief of Staff will act as liaison and support person for the administrative team, arranging agendas, meetings and ensuring follow up to agenda items.

●        Although reporting to the Head of School, the Chief of Staff works closely with all leadership team members.

●        The Chief of Staff also serves as the liaison to the Board of Trustees and coordinates the various activities and work of the Board and strategic planning committees of the Board including the following:  

● Provides executive support to the Board of Trustees, serving as Secretary.

● Drafts agendas, minutes and other materials for Board of Trustee meetings as requested by the (Co-)Chair(s) of the Board of Trustees or Head of School. Maintains all relevant materials for meetings.

● Disseminates materials to the Board of Trustees.

● Prepares annual meeting schedule.

● Coordinates and provides logistical support for all committee and board meetings.

● Prepares biographical information and records updates.

● Maintains and coordinates all files for the Board of Trustees.

● Attends and takes minutes at all Board of Trustee Meetings and ad-hoc meetings as required, maintaining strict confidentiality at all times.

Executive Assistant

● Maintains the Head of School’s calendar and communication including scheduling all appointments and meetings with both internal and external constituents. Coordinates all travel arrangements for the Head of School.

●        Oversees coordination efforts across support staff in order to ensure appropriate coverage of Leadership Team members and key activities.

● Handles all correspondence of the Head of School including creation of routine correspondence including but not limited to development communications, acknowledgement letters, communications on behalf of the Head of School and other correspondence as required.

● Maintains budget for Head of School including budget analysis, reconciliation, and management of payments/invoices.

● Assists event and meeting coordination for events/meetings hosted by the Head of School or Board of Trustees.

● Serves as liaison between Stuart and the Society of the Sacred Heart and Network of Sacred Heart Schools as requested by the Head of School.

● Coordinates purchasing on behalf of the Head of School including, but not limited to retirement and years of service gifts, volunteer gifts, etc.

● Maintains Stuart Memorial League.

●        Facilitates all leadership team member searches.

●        Manages travel and purchasing for the Board of Trustees.

Other Duties:

● Provides office and organization support.

● Maintains filing system for the Head of School.

● Supports Head of School mailings and label production.

● Prepares reports for the annual survey of schools.

● Participates in training and professional development as needed.

Qualifications

      ● Imbued with a deep sense of the school’s mission 

      ● Bachelor's degree required

      ● Fluent in latest technology pertinent to job duties

      ● Understands database systems, structures, and best practices

      ● Highly analytical with the ability to manipulate data with inherent attention to detail

      ● Possesses the ability to work independently as part of a small, close-knit team.

Physical Demands:

● The ability to lift 25 pounds

● This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Applicants of diverse, underrepresented backgrounds are encouraged to apply.  An equal opportunity employer, Stuart Country Day School of the Sacred Heart seeks candidates who will demonstrate skills in cross-cultural leadership practices and a dedication to working in a diverse community.  The school seeks candidates who can:

●        Communicate effectively with diverse populations.

●        Create and contribute to an inclusive work environment.

●        Engage in professional development opportunities to further develop inclusive leadership practices.