Assistant to the Head of School, REACH Academy Charter School

REACH Academy Charter School

Assistant to the Head of School

Job Description

Under the supervision of the Head of School, the Assistant to the Head of School provides high-level administrative and operational support to the Head of School in a wide range of office and school operations. This position coordinates and organizes executive-level office activities and manages the flow of communications and information for the Head of School.

The Assistant to the Head of School plays a critical role in ensuring the effectiveness and efficiency of the Head of School by maintaining schedules, anticipating needs, organizing meetings and events, and supporting day-to-day operations of the executive office. This role requires exceptional attention to detail, discretion with confidential information, and the ability to multitask in a fast-paced environment.

The position supports the Head of School by planning, organizing, supervising, and participating in the school office administrative operations; maintaining confidentiality of sensitive and personal information; and preparing and maintaining a variety of records and reports related to assigned activities.

Required Knowledge and Skills

• Perform a variety of clerical, organizational, and executive support duties to relieve the Head of School of administrative and clerical detail.
• Demonstrate exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• Learn school organization, operations, policies and objectives.
• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
• Maintain a variety of records, logs and files.
• Understand and carry out oral and written instructions.
• Compose correspondence and written materials independently or from oral instructions.
• Establish and maintain cooperative and effective working relationships with others.
• Serve as liaison between administrators, faculty, staff, students, parents and the public.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive information.
• Meet schedules and timelines and ensure the Head of School remains on schedule for meetings, deadlines, and commitments.
• Demonstrate strong multitasking skills and the ability to complete work efficiently despite frequent interruptions.
• Work independently with little direction while proactively anticipating needs and upcoming priorities.
• Demonstrate the ability to respectfully but firmly manage the Head of Schools schedule to ensure meetings begin and end on time.
• Anticipate the needs of the Head of School and prepare materials, documents, and logistics in advance of meetings and events.
• Coordinate and prepare professional meeting environments for internal and external stakeholders, including arranging meeting spaces, preparing materials, and organizing food and beverages when appropriate.

Essential Duties and Responsibilities

• Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Head of School.
• Coordinates and organizes office activities and manages the flow of communications and information for the Head of School.
• Manages the Head of Schools calendar, ensuring appointments, meetings, and commitments are well organized, prioritized, and maintained.
• Helps keep the Head of School on schedule by monitoring time during meetings and transitions while maintaining professionalism and respect.
• Anticipates the needs of the Head of School by preparing documents, materials, meeting agendas, and logistics in advance.
• Organizes and prepares meeting rooms for executive meetings with staff, board members, families, and community stakeholders, including arranging materials, technology, food, and beverages as needed.
• Handles routine issues and emergencies concerning employees and students, makes decisions independently or collaboratively and recommends action as appropriate.
• Compiles information and prepares and maintains a variety of records and reports related to assigned activities.
• Inputs a variety of information into an assigned system; assures accuracy of input and output data.
• Maintains confidentiality of various aspects of school operation including sensitive and personal information.
• Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence.
• Assists in planning, organizing and setting up schoolwide and staff events.
• Provides training and work direction to assigned office personnel, organizes and expedites the workflow of the school site and offers guidance and direction to other school personnel as needed.
• Updates absence and timesheet information for assigned personnel.
• Serves as a major program information resource person and liaison between buildings and departments; disseminates accurate and timely information and direction to students, parents, staff and visitors.
• Communicates with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.
• Composes correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school; types and composes a variety of materials from verbal or written instruction.
• Attends and participates in assigned meetings and trainings; prepares minutes from notes as required.
• Updates and maintains multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use.
• Other tasks as assigned by the Head of School.

Qualifications / Education and Experience

• Bachelors Degree required; Masters Degree preferred.
• Previous administrative or executive assistant experience required, preferably supporting senior leadership.
• Highly organized with exceptional attention to detail.
• Demonstrated ability to manage multiple tasks, priorities, and deadlines simultaneously.
• Strong interpersonal and communication skills with the ability to work effectively with administrators, staff, families, and external stakeholders.
• Ability to anticipate needs, think proactively, and solve problems independently.
• Experience coordinating meetings, events, and logistics for leadership or executive teams preferred.
• Ability to maintain confidentiality and exercise professional discretion
• Fluent in multiple languages preferred.
• Able to work a twelve-month position.

Salary

$60,000

REACH believes that each individual is entitled to equal employment opportunity without regard to race, color, age, disability, national origin, gender, sexual orientation, gender expression, gender identity, marital status, ancestry, genetic information, citizenship, veteran status, or any other class protected under federal, state or local laws.