Executive Assistant

Emma-Willard-School; Mountain View (NY); On-site; USD 83,000 - 90,000; Full time

Job summary

Emma Willard School in Troy, NY seeks a meticulous Executive Assistant to the Head of School. This role provides direct support to the head and the board, ensuring information flows securely, meetings are scheduled, and sensitive materials are managed with discretion.

You will handle travel, calendar coordination, document preparation, and event planning, supporting senior administrators and contributing to a confidential, high-performing team culture.

Qualifications

• Ability to maintain confidentiality and discretion at all times.
• Excellent written and verbal communication skills.
• Demonstrated organizational abilities and attention to detail.
• Ability to prioritize tasks and manage multiple projects concurrently.
• Strong time-management and calendar coordination skills.

Responsibilities

• Ensure uninterrupted information flow between head of school and trustees, alumnae, staff, parents, and students.
• Schedule meetings, take minutes, and support governance and DEI committees as needed.
• Prepare orientation materials for new trustees and coordinate board logistics.
• Organize events for the head of school and board, and manage travel arrangements.
• Draft, proofread, and format documents and correspondence.

Skills

Confidentiality

Time management

Organizational skills

Written communication

Independent work

Interpersonal skills

Education

Bachelor's degree or equivalent experience

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Full Time Troy, NY, US

3 days ago Requisition ID: 1279

Emma Willard School is seeking an executive assistant to the head of school to be a key partner, ensuring that the head of school is informed and prepared to effectively lead the organization. This includes ensuring that all constituencies have appropriate access to the head of school and the head has the information flow needed for healthy, efficient decision-making. This position requires the utmost confidentiality and requires absolute discretion. The successful candidate will be a member of the senior administration, provide direct support to the board of trustees, and be the gatekeeper of sensitive information. The Emma Willard School community prides itself on an authentic, supportive culture with deep personalization, which must be reflected in each interaction, even as they are mindful of the extreme confidentiality demanded by the role. This person is also the primary support staff to the board of trustees, scheduling meetings, providing and storing documents as needed, and efficiently assisting to support a board culture which mirrors that of the school.

The School encourages candidates from under-represented groups and individuals who have demonstrated experience with diverse populations who can contribute to the diversity and excellence of the academic community through their service to apply.

Key Areas of Responsibility:

• Ensures that critical information flows unimpeded and efficiently to and from the head of school to trustees, alumnae, faculty, staff, parents, and students. As necessary acts to ensure the head of school’s intentions are carried out.

• Proactive and forward thinking with anticipating the needs of the head of school. Uses discretion in scheduling and prioritizing meetings and anticipating events, travel, and other calendar needs.

• Serves as the staff resource to the board of trustees, providing any and all support as necessary, to include taking minutes at all full board meetings and governance and DEI committee meetings, scheduling board and committee meetings, and responding as requested to the board chair’s support needs.

• Develops and maintains a password-protected website portal for Trustees and Honorary Trustees, containing current meeting and resource materials. Manages all legal documents (By-Laws, Conflict of Interest and Disclosure, Trustee Responsibilities)

• Prepares new Trustees with orientation materials and plans the new Trustee orientation.

• Organizes and plans events for the head of school and board of trustees. Models healthy collaboration with staff from all other operational areas to deliver major school events in a fiscally responsible, brand-centric fashion.

• Makes all travel arrangements for the Head of School. Coordinates and plans travel with the Head of Advancement and Head of Enrollment Management for alumnae events, meetings with high level donors, and admissions events.

• Supports the head of school in all operational areas, and, as requested by the head of school, lends support to other key senior administrators to ensure smooth operation of school affairs.

• Drafts, proofreads and formats documents and correspondence.

• Maintains the Head's calendar, managing an extremely active schedule of appointments and protected time.

• Tracks and maintains head of school expenses to reconcile monthly expense statements.

• Plans and organizes faculty/staff back-to-school welcome event and end of year celebration.

• Ability to occasionally work outside of the work day for board meetings and special programs and events.

• Performs other duties as assigned by the head of school, such as calendar management, special projects associated with strategic initiatives.

Minimum Requirements/Qualifications/Competencies :

• Bachelor's degree or equivalent experience, strong writing skills are essential
• A minimum of seven years of experience providing administrative support
• Ability to maintain confidentiality and to understand intuitively what must be confidential
• Appreciation for and commitment to Emma Willard's distinctive mission
• Flexible, responsible, resourceful with effective time-management skills
• Excellent organizational skills with a keen eye for detail
• Ability to work independently and creatively within established guidelines
• Ability to prioritize responsibilities
• Ability to manage multiple projects simultaneously
• Demonstrated ability to work effectively with individuals from diverse backgrounds and identities.
• Professional demeanor, sense of humor, with a pleasant phone manner and a positive attitude, patient, excellent listener

Salary

$83,000 - $90,000 based on education and experience.