Executive Assistant

JOB SUMMARY: The Executive Assistant supports the day-to-day operations, communications, and development of the offices of the Head of School and Associate Head of School and provides advanced level administrative support that is often confidential and sensitive in nature.

ESSENTIAL FUNCTIONS:

DUTIES:

· Assists the Head of School (HOS) and Associate Head of School (AHOS) in the pursuit of excellence through Christ.

· Serves as a liaison, an amanuensis, and a secretary for the HOS and AHOS.

· Schedules, organizes, and maintains the HOS and AHOS’s appointments and calendar.

· Prepares the HOS and AHOS for each day by presenting the calendar and all pertinent materials.

· Manages all dealings missionally—according to biblical principles, best practices, and board policies.

· Attends various meetings—documents and distributes meeting notes as assigned.

· Serves as the first point of contact for the HOS and AHOS with poise and professionalism.

· Executes administrative duties at the highest level—including managing time-sensitive and/or confidential matters.

· Initiates or drafts responses to various issues on behalf of the HOS and AHOS and proofreads all materials to ensure accuracy.

· Coordinates projects, activities, and events for the HOS and AHOS and ensures orderliness of arrangements before, during, and after.

· Manages multiple, simultaneous priorities and deadlines reliably, timely, and with considerable discretion, judgment, and care.

· Triages and makes phone calls and other communiqués on behalf of the HOS and AHOS and directs such to other persons as appropriate.

· Works cooperatively and collaboratively with others to create a high-functioning team that sets and achieves goals.

· Researches, assembles, and presents various data, reports, and projects for the HOS and AHOS—having verified for accuracy, pertinence, and completeness.

· Plans, prepares, and oversees all aspects of meetings for the HOS and AHOS, including but not limited to guest list, invitations, itinerary, agenda, hospitality, a/v and IT support, etc.

· Provides administrative, editorial, and secretarial support for the Head of School in boardsmanship, capital campaign, writing projects, speaking engagements, consulting efforts, Christian school advocacy, and other institutional advancement.

OTHER RESPONSIBILITIES:

· Provides support for Metro’s back-office personnel including, but not limited to, procuring, organizing, and maintaining office supplies, supply closet, workroom, conference room, and lounge; maintaining nameplates on teachers’ mailboxes.

· Coordinates school calendars, condolences, phone calls, and other communiqués as deemed appropriate.

· Performs other related work as requested by the HOS and AHOS.

MATERIALS AND EQUIPMENT USED:

· General Office Equipment.

ESSENTIAL ATTRIBUTES:

· Effective oral and written communication skills.

· Excellent interpersonal and organizational skills.

· Exemplary care in handling confidential matters.

COMPUTER SKILLS:

· Proficiency in Microsoft office applications.

· Proficiency in Veracross, Outlook, Google, and other pertinent applications.

· Proficiency in developing and formatting written documents such as emails, letters, memos, minutes, and reports.

REQUISITE KNOWLEDGE AND COMMITMENTS:

· Knowledge of and ability to demonstrate Christian professionalism appropriate to Metro Christian Academy.

· Knowledge of and ability to uphold and to integrate Metro Christian Academy’s Statement of Faith, mission, vision, motto, and ideal employee profile.

· Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials that are prepared and presented are complete, concise, and error-free.

OTHER SKILLS AND ABILITITES:

· Ability to work on multiple projects concurrently.

· Ability to prepare both routine and complex reports.

· Ability to solve problems—even with limited guidance.

· Ability to concentrate and to pay careful attention to details.

· Ability to respond in a calm, helpful, and God-honoring manner.

· Ability to maintain a safe, clean, and wholesome work environment.

· Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

· Ability to take initiative, to work independently, and to complete projects even without detailed instruction.

· Ability to deal with a variety of variables and people in situations where only limited standardization may exist.

· Ability to plan, to organize, and to prioritize workload in order to ensure completion within expected timeframes.

· Ability to communicate information clearly and concisely when writing memos, emails, etc. to audiences of varying types.

· Ability to represent Metro Christian Academy, its Head of School and Associate Head of School, and its Statement of Faith, mission, vision, motto, and ideal employee profile in a variety of contexts to a variety of Metro constituents and beyond.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

· High School Diploma, Bachelor’s degree, preferred, and

· Three to five years’ experience working in an office setting, or

· Any equivalent combination of education, experience, and expertise which provides the requisite knowledge, skills, and abilities.

PHYSICAL DEMANDS:

· Ability to meet attendance requirements.

· Ability to read, write, and speak in English.

· Ability to type information into a computer.

· Ability to visually inspect and distinguish colors.

· Ability to do occasional lifting (up to 25 pounds).

· Ability to sort and to file documents alphabetically and/or numerically.

· Ability to move hands in repetitive motions including typing, writing, grasping, holding, etc.

· Ability to hear and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

· Ability to safely and responsibly operate various office equipment to complete the essential functions of this job.

· Ability to perform tasks that require repetitive motions such as bending, lifting, climbing, kneeling, walking, reaching above the shoulders, and sitting. (Most duties are generally performed seated. There may also be brief periods of ambulating.)

WORK ENVIRONMENT:

The work environment characteristics represented herein are representative of those an employee may encounter while performing this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is generally performed indoors in an office environment. There may be occasions with noise levels associated with schools.

REPORTS TO: Head of School and Associate Head of School

STATEMENT OF PURPOSE:

This job description should not be interpreted as all-inclusive. The employee may be requested to perform job-related responsibilities and tasks other than those stated in this job description. The employee will be evaluated in part based upon performance of the tasks listed in this job description, as well as performance on other tasks as assigned. The employer has the right to revise this job description at any time. The job description is not a contract for employment, and either party may terminate employment at any time, for any reason.