Executive Assistant to Chief of Staff

Job DetailsLevel: ExperiencedJob Location: Girard College - Philadelphia, PA 19121Position Type: Regular Full TimeEducation Level: Bachelor's DegreeSalary Range: $70,000.00 - $75,000.00About 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 President's Office and support organizational restructuring efforts

QualificationsRequired


Associate's degree required; Bachelor's degree strongly preferred
3–5 years of experience in an executive assistant, administrative coordinator, or office management role
Demonstrated ability to handle sensitive and confidential information with professionalism and discretion
Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously
Excellent written and verbal communication skills with a polished and professional presence
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and dig