Poly Prep seeks applicants for the position of Executive Assistant to the Associate Head of School. This position will serve as a trusted strategic partner, providing high-level strategic, academic operational, and administrative support to advance the priorities of the school. This individual manages the Associate Head of School's office to ensure efficient operation; serve as a confidential gatekeeper on academic, operational, and sensitive matters; and maintain strategic oversight of the academic calendar. The Executive Assistant works closely with all employees, trustees, students, and families, requiring exceptional sound judgment, discretion, and professionalism.
PRIMARY RESPONSIBILITIES - Serve as a primary point of contact for the Associate Head's office, fostering positive relationships across the school community.
- Manage hiring coordination of faculty and academic staff for 15 departments:
- Coordinate meetings, professional development sessions and special events:
- Maintain strategic oversight of the school's academic calendar, proactively identifying and resolving scheduling conflicts that impact academic operations. This includes frequent check-ins and attendance at the monthly school event meetings where the master calendar is discussed.
- Manage the Associate Head's calendar to include scheduling and coordinating meetings, interviews, classroom visits, events, and strategic initiatives.
- Track Associate Head of School priorities, action items, and deadlines to ensure timely follow-up and execution.
- Maintain efficient office systems, records, and organizational processes.
- Support special projects and initiatives that advance the school's strategic goals.
- Other duties as assigned by the Associate Head of School and or Head of School.
QUALIFICATIONSEducation: Bachelor's degree or equivalent professional experience
Experience: Minimum of 3-5 years of experience supporting senior leaders or executives. Experience coordinating hiring and recruitment processes. Experience in an independent school or educational setting is preferred.
Salary: $90,000 - $100,000
Specific Skills: Strong organizational, project management, problem solving abilities. Exceptional calendar management and scheduling skills. Excellent written and verbal communication skills. Must have the ability to manage confidential information with discretion and professionalism. Proficiency with Google Workspace, Microsoft Office and scheduling platforms.
Special Requirements: Occasional evening and weekend hours are required to support the school calendar and community events.
We offer a supportive environment, with a full benefits package (medical, dental, vision, life insurance, a generous match on our 403(b) retirement plan, long-term disability, flexible spending account, pre-tax commute benefit, and free lunch) if eligible.
