Executive Assistant to Division Heads (K-12)

JOB DESCRIPTION

Job Title:                   Executive Assistant to Division Heads (K-12)

Supervisor:                Division Heads

Hours:                        7:30 a.m. - 3:30 p.m.

Status:                        Exempt

Term:                         12-month Agreement

Summary

Cooke School is seeking a skilled and experienced professional to provide comprehensive administrative support to the two Division Heads (K-12). The ideal candidate will be kind, organized, proactive, and able to handle a wide range of administrative duties with efficiency and professionalism. This role requires exceptional communication skills, attention to detail, flexibility, and the ability to collaborate effectively across the broad range of school constituencies. The Executive Assistant to the Division Heads is a trusted partner in the leadership of the school and must maintain confidentiality around highly sensitive information, always exhibiting the highest level of professional integrity.

Primary responsibilities:

1. Assist the Division Heads in tracking, prioritizing, and completing or delegating the responsibilities of the office.
2. Organizing and maintaining shared calendars. This includes scheduling, distributing reminders, ensuring relevant documents and materials are prepared.
3. Serving as a welcoming and effective representative of the school - including by greeting guests, assisting with the Division Head’s communication, and supporting the planning of special events.
4. Assist with the creation and maintenance of relevant documents, records, and spreadsheets. This includes daily maintenance of staff coverage needs and related schedules.
5. Serve as the primary point person for the shared spaces, working with other staff members to ensure that the school’s classes and events are properly scheduled, facilities reserved, and plans are coordinated and communicated. This involves daily upkeep and communication.
6. Assist in the planning and coordinating of certain school events, such as parent-teacher conferences, Back to School Night, and community gatherings. Arrange logistics, prepare materials, and provide on-site support as needed.
7. Serve as a primary point of contact for inquiries directed to a shared school admin and attendance emails, providing appropriate responses or routing to the relevant parties

General Professional Responsibilities

• Arrive at school in a timely fashion
• Maintain a professional demeanor and appearance
• Demonstrate ownership and personal responsibility for daily tasks 
• Utilize supervisors for guidance, discussions, collaboration, and self-growth
• Develop professional growth goals with supervisor and create and implement a plan to reach the agreed-upon goals
• Other related duties as needed.

Experience and qualifications

• Proficiency with Google Workspace
• Bachelor's degree
• Minimum of 3 years of experience in administrative support roles.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and deadlines.
• Preferred: Previous experience in an educational setting or nonprofit organization.
• Preferred: Proficiency in Spanish.