Assistant to the Head of School

Description

Summary: 

The Assistant to the Head of School provides high-level administrative support to ensure the efficient operation of the Head of School’s office. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Assistant serves as a key liaison between the Head of School, faculty, staff, parents, board of trustees, and the broader school community, while upholding the mission and values of the school. The successful candidate will be proficient in the use of technology, able to anticipate needs, and adapt to the dynamics of a robust school community with 800 students, and over 150 faculty and staff. 

Primary Responsibilities  

Administrative Support: 

• Manage the Head of School’s calendar, schedule meetings, and coordinate travel arrangements 
• Receive messages for the HOS 
• Communicate with constituents to set meetings 
• Set recurring meetings and anticipate scheduling conflicts 
• Procure tickets and set arrangements for school events (plays, sporting events, etc.). 
• Prepare and edit correspondence, reports, presentations, and other documents. 
• Maintain confidential files and records in compliance with school policies. 
• Lead school calendar meetings and maintain the all-school calendar in collaboration with the technology department. 
• Prepare and distribute the school calendar. 

Communication & Liaison: 

• Serve as the primary point of contact for the Head of School’s office, ensuring timely and professional communication. 
• Coordinate with internal departments and external stakeholders, including the Diocese, Board of Trustees, and parent organizations. 
• Liaise with various accrediting agencies and steering committees, respond to inquiries, prepare reports, and assist as needed. 
• Draft and distribute official communications on behalf of the Head of School. 

Event Coordination: 

• Plan and execute Professional Development Days and Faculty Staff meetings, gatherings, and events. 
• Assist in planning and executing school events, board meetings, and special projects. 
• Prepare agendas, take minutes, and follow up on action items for meetings. 

Operational Support: 

• Monitor and manage office supplies and budget for the Head of School’s office. 
• Support compliance with school policies and Catholic identity requirements. 
• Other duties as assigned. 

Requirements

Minimum Education/Prior Experience/Qualifications Required 

• Bachelor’s Degree  
• Three years of demonstrated success as an executive assistant in a high-functioning organization, preferably an independent school or non-profit 
• Exceptional written and verbal communication skills 
• Proficiency in Microsoft Office Suite and calendar management tools 

Core Competencies: 

• Ability to work collaboratively 
• High-level of discretion  
• Excellent organizational and project management skills with ability to manage and prioritize multiple tasks 
• Detail-oriented 
• Ability to work in a dynamic, deadline-orientated, and fast-paced environment. 
• Professional appearance, demeanor, and positive disposition 
• Enthusiasm, professional engagement, and passion for the Sacred Heart mission 

Upon Hire 

• Successful completion of criminal offenders’ records information and sexual offender registry checks 
• Successful completion of Safe Environment training 
• CPR certification 

Essential Expectations 

All faculty and staff members at Duchesne Academy of the Sacred Heart are expected and required to do the following:  

• Overtly support and act in accordance with the Goals and Criteria of the Society of the Sacred Heart. This expectation includes attendance and applicable participation in faith-based practices.  
• Foster a safe, predictable, and supportive environment.  
• Interact with colleagues in a respectful and collegial manner that contributes to a healthy school culture.  
• Demonstrate appropriate planning and preparation and fulfill routine responsibilities in a thoughtful and timely manner.  
• Uphold professional standards of personal presentation, professional courtesy, discretion, punctuality and attendance at all required meetings and events.  
• Appropriately carry out specific duties as determined by the Head of School and/or supervisor.  
• Maintain professional credentials and complete requi