Executive Assistant to the Head of School

Executive Assistant to the Head of School

Hourly, non-exempt

Part Time-24-30 hours/week (modified to 16-20 in the summer months)

REPORTS TO:
Head of School

The primary function of this role is to support the Head of School in achieving the school wide operational and financial goals and support strategic planning initiatives. The Executive Assistant will assist the Head of School in managing school-wide operations and financial compliance.

• A minimum of an Associates Degree in Business or related field from an accredited college or university given preference
• Minimum of 2-5 years’ experience working in executive administrative support or operations field
• Experience utilizing, maintaining and creating record keeping, data entry and spreadsheets
• The ideal candidate enjoys working in an educational setting and thrives in a fast-paced environment
• The ideal candidate is detail oriented, proactive and has the ability to work independently from concept to completion, as well as to multitask and work to deadlines for a wide variety of projects
• The ideal candidate must exercise sound judgment and maintain a high level of confidentiality
• Proficiency in MS Word, Excel, PowerPoint, Outlook, Google, Quickbooks, is required. Experience with BambooHR payroll services would be ideal
• Interpersonal skills, discretion, judgement and integrity working with adults and children is important
• Candidate agrees to submit to a Criminal Background Records and Fingerprinting Check.

• Manage scheduling, handle routine communication, and prepare materials for meetings
• Ensure the Head of School’s schedule is efficient and aligned with priorities
• Expand the Head of School’s capacity by ensuring advance preparation and diligent follow-up for all meetings, internally and externally, while maintaining strong documentation of systems, procedures, and major projects with the goal of centralizing institutional knowledge
• Attend board meetings and record meeting minutes; maintain Board of Trustees agendas and minutes and ensure timely postings
• Other responsibilities as assigned by the Head of School
• Manage day-to-day bookkeeping, including accounts payable, accounts receivable, deposits, and account reconciliations
• Assist with payroll processing and maintain accurate payroll records
• Maintain organized and accurate financial records in accordance with school policies and accounting requirements
• Support monthly and year-end financial reporting and provide information to the Head of School, Board, and outside accountants as needed
• Assist with budget development, monitoring, and tracking of actual expenditures against the approved budget
• Prepare and maintain documentation for audits, compliance reporting, and other required financial submissions
• Help streamline and improve financial processes and record-keeping systems to increase efficiency and accuracy
• Work closely with the Head of School and outside accounting/finance support to ensure timely and accurate financial information
• Assist HR with benefits administration support as needed
• Maintain confidentiality of financial, employee, and student-related information

• Assist in school events, including board meetings, school-wide events and staff gatherings
• Take lead in managing logistics, agendas and follow-ups
• Deal with vendors for quoting and purchasing, as requested by Head of School
• Assist with facility inspections/required reporting
• Oversee the organization of important documents, including contracts and compliance paperwork. Implement & maintain a digital filing system for easier access
• Keep and maintain employee records under the direction of the Head of School’s Office
• Manage purchase orders that have been approved by Head of School, assign PO #’s as needed and requested by Head of School
• Keep and maintain files on all important fiscal records from the Head of School’s Office
• Support documentation and accounting of grants and school reports

MACS does not discriminate on the basis of gender, race, color, national origin, religion, disability, familial status, parental status, or sexual orientation in its hiring practices or procedures.