Executive Assistant to the Head of School & Board of Trustees

The Agnes Irwin School; Bethlehem (Lehigh County); On-site; USD 45,000 - 75,000; Full time

Job summary

An established independent school is seeking a proactive Executive Assistant to support the Head of School and Board of Trustees. This full-time role requires exceptional organizational and communication skills, as well as the ability to manage multiple priorities effectively. The ideal candidate will thrive in a dynamic environment, contributing to the school's mission of empowering young women. Responsibilities include managing calendars, coordinating meetings, and supporting special events. Join a community dedicated to fostering growth and excellence in education, where your contributions will make a significant impact.

Benefits

Flexible Work Hours

Professional Development Opportunities

Health Insurance

Retirement Plan

Paid Time Off

Diversity and Inclusion Initiatives

Qualifications

• 3+ years of executive support experience in a fast-paced environment.
• Expert proficiency in Google and Microsoft Office applications.
• Strong organizational skills with attention to detail.

Responsibilities

• Manage the Head of School’s calendar and commitments efficiently.
• Coordinate logistics for Board meetings and special events.
• Handle sensitive information with discretion and confidentiality.

Skills

Organizational Skills

Communication Skills

Problem Solving

Interpersonal Skills

Project Management

Confidentiality Handling

Education

Bachelor's Degree

Tools

Google Products

Microsoft Office

Desktop Publishing Software

Job description

The Agnes Irwin School, an all-girls' Pre-K through 12th grade independent school in the Philadelphia suburbs, is committed to fostering the intellectual and personal growth of girls and young women. Providing its students with a rigorous academic education, AIS is dedicated to developing each student's highest potential in intellect, character, and physical well-being.

The Agnes Irwin School is seeking a full-time Executive Assistant to the Head of School and Board of Trustees to start July 15, 2025. Successful candidates will be committed to fostering the intellectual and personal growth of students through the mission of The Agnes Irwin School and the Core Values of Strive for Excellence, Lead with Character, Foster Trust and Community, Nurture Passions and Wellbeing, and Respect and Celebrate All.

Essential Functions:

• Manage the Head of School’s (HOS) and Assistant HOS’s calendar and commitments in a proactive, strategic and efficient manner prioritizing inquiries and requests while troubleshooting conflicts; managing daily priorities and scheduling to ensure seamless operations.Anticipate needs and provide proactive solutions to support the effectiveness of the school leadership. Maintain a physical presence in the Head’s Office throughout the school day
• Greet and coordinate a steady flow of visitors to the HOS office, and receive and respond to phone, print and electronic communications from all constituents of the AIS community
• Collect, organize, assimilate and communicate information to the HOS, enabling the HOS to make and act upon key decisions and/or be kept abreast of any matters for which timely feedback or action is required. Anticipate needs in advance of meetings, conferences, etc.
• Act as a liaison and provide administrative support to the Board of Trustees, Board Chair and Committee Chairs. Proactively arrange and handle all logistics for Board/Board committee meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Collaborate and assist the Board Chair with meeting management, board portal updates and communication with Trustees. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. Create and maintain filing and document retrieval systems for the HOS office and the Board of Trustees.
• Plan, execute and manage the budget for “all staff” special events, professional day activities, commencement and Board of Trustees meetings and special events
• Coordinate all Administrative meetings and retreats for the Head’s Office recording meeting minutes and distributing post-meeting communication. Schedule group meetings and appointments for the Head of School and Assistant Head of School. Assist with communication, technology, agendae and logistics support of events as needed.
• Assume responsibility for managing and implementing projects, as directed by the HOS and Assistant HOS. Schedule campus visits for faculty candidates and make appropriate travel/hotel arrangements related to those visits.
• Complete a broad variety of administrative tasks that facilitate the Head’s ability to effectively lead the organization, including assisting with short and long term goals, special projects, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• Contribute to a positive and professional office culture, embodying the school’s values in all interactions. Act as liaison for the Head of School and Assistant Head of School within the school community.

Successful Candidates will be:

• A highly skilled executive support professional with a proven track record of working with high-level leaders.
• A master of organization, able to juggle multiple priorities while maintaining attention to detail.
• A proactive problem-solver who anticipates challenges and identifies solutions before they arise.
• A discreet and trustworthy professional who handles sensitive information with the highest level of confidentiality.
• A team player with a positive attitude, exceptional interpersonal skills, and a sense of humor.
• Embraces the Agnes Irwin School’s mission to empower each girl to learn, to lead, and to live a legacy, and is ready to commit to an ethos that centers girls’ education
• Regards collaboration as an essential component of professional growth and values working on a team
• Demonstrates cross cultural awareness and skills for engaging with and learning from people with diverse backgrounds and experiences.

Qualifications:

• Bachelor’s degree preferred
• Minimum of three (3) years experience in an executive support function in a fast-paced environment, school or nonprofit experience is highly preferred.
• Ability to manage multiple assignments while meeting deadlines
• Strong communication, organizational, decision-making, problem solving and interpersonal skills
• Expert proficiency with various technology applications, including Google products, Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials, Zoom calls, etc.
• Experience in project management, scheduling and/or event planning. Exceptional organizational skills and impeccable attention to detail.
• Demonstrated ability to consistently maintain a sense of perspective while responding to diverse and changing priorities, environments and personalities. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Experience dealing with sensitive and confidential issues
• Flexibility to attend evening and weekend events as needed.
• Proven experience working independently with limited direction

Physical Demands and Work Environment:

• Adequate physical mobility, dexterity, strength, and endurance to function in an office environment

• Ability to lift and carry 10 lbs.
• Ability to sit for extended periods of time in front of a computer monitor
• Ability to regularly perform the repetitive movement of fingers and hands for keyboarding
• Ability to express or exchange ideas by means of the spoken and/or written word
• Daily exposure to moderate noise level

The physical requirements and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Agnes Irwin School is an Equal Opportunity Employer and is actively recruiting candidates
in accordance with diversity plans.