The Executive Assistant must have exceptional interpersonal skills to work with staff, parents, students, the Board, alumni and the broader community. He/she must have excellent organizational skills, strong writing and editing skills, and experience working with school information systems. Advanced Microsoft Office and Google Suite for education, including Google sites and forms.
This position supports the Head of School in daily operations of all aspects of the school including managing schedule and travel, event planning and execution, keeping minutes, preparing strategic documents, bench-marking performance, researching relevant topics, supporting the Board of Trustees, and supporting recruitment efforts. Individual candidates should have a desire to be a full part of the school community and value interaction with students, campers and their families. As a core member of the administrative team with access to all school matters, the ability to be discreet is essential. The office is fast paced and the candidate should have the ability to both initiate system improvements while addressing daily demands of the job.
RESPONSIBILITIES: - Provide executive level administrative support for the Head of School and Board of Trustees. Manage all department activities on a daily basis, as well as during Head's absence. Responsible for diverse projects pertaining to the Head of School office. Work in collaboration with Division Heads, Administrators and Board Members. Assist all school divisions, as well as other administrative departments with ongoing projects. Interact with parent community and prospective families. Coordinate and plan events on campus. - Represent Head of School office and interact with all students, present and prospective parents, faculty, staff, trustees, visitors and guests - Provide switchboard coverage on a regular basis; screen and direct phone calls to appropriate staff
- Schedule meetings and maintain calendar for Head of School - Edit and type correspondence and presentations as needed for Head of School - Administer school and division-wide surveys as directed by Head of School - Maintain and update electronic and paper filing systems - Maintain confidentiality in all aspects of position - Maintain and update all-school calendar events; participate on calendar planning committee - Prepare agendas, type and distribute minutes for weekly Administrative Staff Meetings - Type and distribute minutes for monthly Board of Trustees meetings - Maintain Administrative Team web portal and access - Collaborate with Parent-Teacher Organization (PTO) - Process check requests, purchase orders and maintenance requests as needed - Coordinate service awards: maintain list of employees and service years, select and order gifts, coordinate ceremony and distribution of gifts at end of school year - Complete annual association statistical reports for AIMS, AISGW, and COMAR (State of Maryland), in collaboration with the Development, Admission and Business Offices - Maintain and update school information pages for NAIS, AIMS and AISGW - Coordinate AIMS and AISGW conferences/workshops for Head of School and staff
Position Openings - Coordinate writing of job descriptions and screening questions with division heads - Create position posting in online tool, IntelliHire. Create appropriate login credentials for hiring managers and search committee members. - Post job openings on appropriate websites, including: AISGW, NAIS, Nemnet, Idealist, and college websites (for Teaching Fellows). - Work closely with Confucius Institute to schedule interviews for Chinese teachers - Assist with scheduling interviews, campus visits, and hotel arrangements - Monitor hiring activities, deactivate listings, and send rejection notices as needed
Events - Coordinate schedule, food, and setups for: - August and June Faculty weeks - August New Faculty Orientation Breakfast - New Faculty Reception - New Parent Reception at Head of School’s home - October Fall Festival and Homecoming (also includes negotiating with vendors and soliciting volunteers) - December Holiday Celebration
- June Senior Breakfast - May End of School Year Service Awards - Breakfast/Lunches for faculty, candidates, visitors and guests as needed
Board of Trustees - Coordinate Board meeting and Finance Committee meeting dates with Board Chair, CFO, and Finance Committee chair - Maintain and update Board of Trustees roster and Board Portal - Attend and record minutes at monthly evening Board meetings - Maintain Board portal documents and access - Order and set up dinner for monthly Board meetings - Schedule committee meetings as requested
Other - Serve as database backup to Development office - Weekly Car Duty - Send floral arrangements / gifts campus-wide as needed - Perform ongoing projects as needed for Head of School and Trustees - Arrange tours for outside (non-admissions) visitors including international, provide gifts from school
Requirements College degree preferred Experience in an independent school setting Excellent organizational, planning, and time management skills Flexibility for evening and weekend hours Diplomatic, friendly and professional demeanor Outstanding attention to detail, grammar and editing skills Technology aptitude Exceptional interpersonal skills High level of confidentiality Creative problem solving Ability to look ahead and plan on behalf of the HOS Event planning and execution Ability to embrace a diverse environment Experience managing social media is a plus Interest in participating in other areas of school life
Barrie is a learning institution comprised of three distinct yet mutually supportive divisions: Barrie Montessori (serving students age 18 months through grade 5, and aspiring Montessori educators at the Institute for Advanced Montessori Studies); Barrie Prep (serving students in grades 6 through 12); and Barrie Camp (a summer day-camp program serving children ages 4 through 14). Barrie's mission ...is to empower individuals to expand their intellectual abilities, develop creative talents, and discover their passions to make a positive impact in a rapidly changing world.
Barrie serves approximately 330 students, and since our founding in 1932, has maintained a commitment to multiculturalism and diversity. Our extraordinary environment for learning is located on 45 wooded acres just outside Washington, D.C.
At Barrie, faculty appreciate students as individuals. Learning is a hands-on experience for all our students: they are fully engaged in their own education. Each division (Montessori, Prep, and Camp) plays a distinct and valuable role as an integral part of the overall institution; all serve to complement the others and advance the mission of the whole.