Executive Assistant to the Head of School (temporary)

Job DetailsJob Location: The Northwest School - Seattle, WA 98122Position Type: Temporary Administrative FacultyEducation Level: 2 Year DegreeSalary Range: $95,000.00 - $105,000.00 SalaryJob Category: Admin - ClericalExecutive Assistant to the Head of School 

1.0 FTE (temporary leave replacement, approximately three months)

About The Northwest School

The Northwest School is an independent day and boarding school serving students in grades 6–12 on an urban campus in Seattle’s Capitol Hill neighborhood. As Seattle’s only day and boarding school, Northwest offers a distinctive educational experience that combines rigorous academics with experiential, interdisciplinary learning in a vibrant city setting.

Our liberal arts program nurtures compassionate, globally aware, and environmentally conscious students who find joy in learning and are prepared to engage thoughtfully and creatively in an interconnected world. Northwest is a warm, inclusive community grounded in shared values and a deep commitment to belonging. 

We believe diversity strengthens our school and are dedicated to building a faculty and student body that reflects the broader society. We strongly encourage candidates from underrepresented groups to apply.

Position Summary

The Executive Assistant to the Head of School serves as a trusted administrative partner to the Head of School and provides essential operational support to ensure the smooth functioning of the Head's Office. This temporary, full-time position manages complex scheduling, coordinates meetings and communications, prepares materials and reports, and supports day-to-day administrative operations.

The Executive Assistant also serves as the primary administrative liaison to the Board of Trustees, coordinating Board and committee meetings, preparing agendas and meeting materials, recording minutes, and assisting with Board communications and events. In addition, the role oversees key Main Office functions, supports school-wide projects and events, supervises the Front Office Manager, and collaborates with members of the Senior Leadership Team to ensure efficient administrative operations.

This position requires exceptional organizational skills, sound judgment, discretion in handling confidential information, strong written and verbal communication abilities, and the flexibility to manage multiple priorities in a fast-paced independent school environment. Some evening work is required to support Board meetings and special events.

This is a full-time, temporary leave replacement position expected to last approximately three months.

Responsibilities

Executive Administrative Support to the Head of School

Provide complex calendar management for the Head of School
Schedule regular meetings of senior leadership and internal committees
Prepare and/or compile materials and take meeting notes
Coordinate travel and conference registrations, and process expense reports for the Head of School
Prepare correspondence and respond to miscellaneous requests on behalf of the Head of School
Conduct research; prepare reports and presentation materials as directed
Maintain paper and electronic files and organize information in support of the Head of School’s duties
Prepare and monitor the Head of Schools budget

Support to the Board of Trustees

Act as the Head’s liaison with Trustees and as their first point of contact with the school
Assist the Board President and Executive Committee, schedule Board and committee meetings and manage all meeting logistics
Attend monthly Board meetings, draft agendas, assemble and distribute materials, record and prepare minutes
Attend monthly Governance Committee meetings, draft agendas, prepare and distribute materials, record and prepare minutes
With the Board President and Head of School, prepare and monitor the Board’s annual budget, maintain annual documents and historical records
Plan, manage, and execute event logistics for Board Retreat, new Trustee Orientation, Board/Faculty Retreat, and annual holiday and end-of-year parties
Facilitate conference registrations and travel arrangements
Plan, manage, and execute event logistics, including site identification and catering for annual faculty retreat, holiday party, and various on-campus events
Assist in the preparation and monitoring of the Main Office and Administrative budgets
Supervise the Front Office Manager and ensure the front desk is adequately staffed
Prepare weekly employee newsletter and Head’s monthly newsletter
Oversee the development and updating of the master school calendar
Provide administrative support to other members of Senior Leadership Team when available
Oversee all Main Office functions including reception, mail, outgoing and incoming packages, and ordering of supplies
Ensure that all Main Office equipment is running smoothly (copier, postage machine); coordinate with IT or appropriate vendor for repairs
Participate in Open Hous