Executive Assistant to Head of School

Grace Church School
New York, NY United States

Grace Church School is a JK–12, independent school located on two nearby campuses in downtown New York City. An Episcopal school, welcoming children of all faiths and of none, Grace believes in the inherent, precious dignity of every individual and seeks to provide an outstanding education worthy of our common humanity.

Grace is a school of big ideas, and our structured curriculum promotes academic excellence through a pedagogy of joy: an approach that reflects our belief that joy is the fuel of academic achievement, and that students learn best when motivated by delight, wonder, curiosity, and purpose. We work hard to nurture a culture of dignity and belonging, and we seek to foster in each student skills of intellectual excellence and habits of ethical virtue.

Grounded in tradition, the school remains ever open to innovation, looking to the best research on the science of learning and the craft of teaching to advance the timeless values and aspirations of our mission. In the high school division, students are challenged to reach their full potential, ask essential questions, and wrestle with complex ideas, working to solve real‑world problems, and participate in the interconnected global community.

Grace Church School is seeking a skilled and experienced professional to provide comprehensive administrative support to the Head of School. The ideal candidate will be kind, organized, proactive, and able to handle a wide range of administrative duties with efficiency and professionalism. This role requires exceptional communication skills, attention to detail, flexibility, and the ability to collaborate effectively across the broad range of school constituencies.

The Executive Assistant to the Head of School is a trusted partner in the leadership of the school and must maintain confidentiality around highly sensitive information, always exhibiting the highest level of professional integrity. This role requires not only excellent execution, but also the ability to anticipate needs, manage competing priorities, and ensure that the work of the Head of School’s office is organized and effective.

• Maintain a comprehensive system for tracking, prioritizing, and advancing the responsibilities of the Head of School’s office, ensuring timely completion of commitments.
• Organize and maintain the Head of School’s calendar. This includes scheduling appointments, distributing reminders, ensuring that the Head of School is prepared with relevant documents, materials, and planning time, and keeping the Head of School on schedule throughout the day.
• Partner with the Head of School to steward time thoughtfully, aligning the calendar with institutional priorities, evaluating requests, and protecting time for strategic work.
• Serve as a welcoming and effective representative of the Head of School’s office, including by greeting guests, assisting with the Head’s communication calendar, and supporting the planning of special events (e.g., the end‑of‑year luncheon for faculty and staff; the holiday lunch for the administration; Commencement).
• Organize and maintain digital and physical files, employee contracts, and other confidential documents and sensitive information. Assist with the creation of relevant documents, records, spreadsheets, and presentations.
• Serve on the Calendar Committee, working with other staff members to ensure that the school’s events are properly scheduled, facilities reserved, and plans for events are appropriately socialized.
• Assist in the planning and coordinating of certain school events, such as board meetings, parent‑teacher conferences, and community gatherings. Arrange logistics, prepare materials, and provide on‑site support as needed.
• Coordinate travel arrangements for the Head of School, including by reserving flights, accommodations, and transportation. Prepare itineraries and ensure all travel plans align with the school’s schedule and budget.
• Ensure meetings are purposeful and well‑prepared, with clear agendas, materials, and follow‑through on decisions and action items.
• Serve as a primary point of…