JOB DESCRIPTION: Executive Assistant

REPORTS TO: Assistant Head of School for Finance and Operations

Work Schedule: 8:00 AM to 4:00 PM, M-F

Position Summary:

The Executive Assistant to the Assistant Head of School for Finance and Operations provides administrative support to the Assistant Head of School for Finance and Operations (“AHOSF&O”) for Sidwell Friends School, managing projects that support a variety of financial, operational, and strategic planning initiatives. In addition, this position has the routine responsibilities of liaising with trustees, senior administrators, School employees and external constituencies, while performing a variety of administrative duties. This person in this position must always maintain the utmost level of confidentiality & discretion.

Essential Duties & Responsibilities:

• Heavy calendar management and coordination of meetings for large and small groups; preparation and distribution of agendas, minutes, and other materials to attendees
• Coordination of travel arrangements (flight, accommodation, and other itinerary specifics) and expense reports preparation
• Manage trustee relations & communications for the office: schedule meetings and take and organize minutes for Finance, Investment, Audit, Facilities-Infrastructure-Security, Real Estate, and other Board of Trustee task forces and committees as needed. Ability to distill what is essential and most important for purposes of record keeping and the written minutes
• Liaise with internal stakeholders to coordinate the completion of school-wide annual surveys with national and regional membership associations
• Heavy paper and electronic flow management, including phone, email and hardcopy documentation; ability to maintain, organize and retrieve files quickly and seamlessly
• Process all office mail, check requests, and credit card reconciliations on behalf of the AHOSF&O
• Compile, compose, edit, proofread, and distribute a variety of paperwork, which may include PowerPoint presentations, Excel spreadsheets, memos, emails, correspondence, policies, reports, requisitions, applications, travel authorizations, pay-related documents, and/or other related items
• Conducts research on specific issues and comparative best practices at other schools and in other industries
• Support enterprise risk management activities

• Participate in supporting the master calendar and responding to applicable room reservation requests
• As directed, provide administrative and/or special project support to the direct reports of the AHOSF&O (which currently includes the following departments: Buildings & Grounds, Auxiliary Programs, Business Office, Information Technology, & Security)

Required Skills, Experience and Education:

• Bachelor’s degree required
• Minimum of 5 years prior experience as an executive assistant to a senior executive is required
• Be personable and warm and have a good sense of humor
• Must be able to use judgment, diplomacy and discretion whenever appropriate
• Excellent written and oral communication skills in English as well as interpersonal skills are a must
• An excellent ability to recall stakeholders by name and their relationship to the School
• Excellent organizational and administrative skills with special attention to detail and a keen understanding of what should be escalated and the appropriate timing for such escalation
• Excellent research & analytical skills as well as problem solving ability
• The ideal candidate is a self-starter, highly self-motivated, professional, reliable, flexible, takes initiative, and can manage their workload, prioritizing and performing multiple tasks in a fast-paced environment. The candidate needs the ability to work with minimal supervision and with a commitment to deadlines, as well as an ability to work efficiently and quickly under pressure
• Advanced computer skills (MS Office 365 applications, including Word, Excel and PowerPoint). Experience with project management software a plus.
• Prior experience working with a Board of Trustees and/or Board appointed committees
• Readiness to interact with a variety of people and assume diverse duties and tasks; and demonstrate willingness and ability to work both autonomously and also collaboratively, as part of a team
• Well-honed problem solving and research skills for finding a variety of data
• Ability to lift and move up to 25 pounds as required.

The School has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the School reserves the right to change this job description and/or assign tasks for the employee to perform as the School may deem appropriate.

Salary

• Salary Range $90,000-$120,000. Salary will be commensurate with experience and qualifications.

To Apply

To be considered, qualified candidates must upload a cover letter, resume, and three references through our online application system (ClearCo). To learn more about our school, please visit https://www.sidwell.edu.

Diversity Statement

Sidwell Friends School affirms the centrality of diversity and inclusion in all aspects of academic and campus life. Honoring a multiplicity of voices, we celebrate shared joys and address tensions productively. Together, we are guided by Quaker testimonies and seek to answer the question, “How do we nurture a sense of belonging in our community and demonstrate our commitment to a just world