Executive Assistant to Chief of Staff

Executive Assistant to Chief of Staff

Girard College - Philadelphia, PA 19121

Salary Range $70,000.00 - $75,000.00 Level Experienced Position Type Regular Full Time Education Level Bachelor's Degree

About Girard College

Girard College is a historic, full-scholarship, college-preparatory boarding school for students in grades 1–12 located in Philadelphia, PA. Founded in 1848 under the bequest of Stephen Girard, the College serves students from families with limited financial resources and is governed by the Board of City Trusts. Girard College is a place of opportunity, transformation, and leadership, with a deep commitment to academic excellence and character development.

Position Overview

The Executive Assistant to the Chief of Staff plays a critical role in supporting the daily operations of the Office of the President at Girard College. This position works in close partnership with the Chief of Staff to ensure the smooth coordination of executive priorities, communications, and administrative functions at the highest level of the institution.

The ideal candidate is a highly organized, discreet, and proactive professional who thrives in a dynamic environment and is deeply committed to Girard College's mission of providing transformative educational opportunities for underserved students. This role requires someone who anticipates needs, manages competing priorities with grace, and brings exceptional attention to detail and follow-through to every task.

The Executive Assistant reports directly to the Chief of Staff and works in close coordination with the President's Office team, Board of City Trusts staff, and senior institutional leaders.

Key Responsibilities

Administrative & Office Support

• Manage the Chief of Staff's calendar, scheduling, and travel arrangements, ensuring optimal use of time and alignment with institutional priorities
• Prepare, proofread, and format correspondence, reports, briefings, presentations, and other executive-level documents
• Organize and maintain filing systems, records, and confidential documents with a high degree of accuracy and discretion
• Screen and manage incoming communications — calls, emails, and requests — on behalf of the Chief of Staff, ensuring timely responses and follow-up
• Order and manage office supplies, equipment, and resources needed to support office operations
• Process expense reports, invoices, and reimbursements in a timely and accurate manner

Meeting & Event Coordination

• Coordinate and prepare materials for executive team meetings, Board meetings, Cabinet sessions, and other high-level convenings
• Take accurate minutes and notes during key meetings and track action items to ensure timely follow-up and accountability
• Assist in planning and executing institutional events, staff retreats, and campus visits
• Coordinate logistics for leadership transitions, including the presidential search and onboarding support for new hires

Project Management Support

• Support the Chief of Staff in managing cross-functional projects by tracking timelines, deliverables, and progress against institutional priorities
• Conduct research and compile information to prepare briefing documents, reports, and presentations for executive decision-making
• Assist in coordinating strategic planning activities, annual reporting, and accreditation processes

Stakeholder Relations

• Serve as a professional point of contact for internal and external stakeholders, including but not limited to Board members, partners, faculty, and staff
• Support the preparation and distribution of Board materials, meeting agendas, and governance documentation
• Manage logistics and communications related to meetings, committee sessions, and special engagements
• Help coordinate on campus activities and institutional partnership communications as directed

Office Continuity

• Anticipate the needs of the Chief of Staff and proactively address operational challenges before they arise
• Serve as a reliable resource and point of coordination for the broader President's Office team
• Maintain knowledge of institutional policies, procedures, and systems to ensure consistent and compliant office operations
• Assist with onboarding of new staff to the…