Executive Assistant to the Headmaster

Ridgeview Classical Schools; Fort Collins (CO); On-site; USD 52,000 - 76,000; Full time

Job summary

Ridgeview Classical Schools is seeking an Executive Assistant to the Headmaster to help manage the daily rhythm of the school. The role focuses on protecting the Headmaster’s time, keeping events and traditions running smoothly, and coordinating the many moving pieces of a school year.

The ideal candidate enjoys bringing order to complexity, communicates warmly and clearly, and understands that the small details contribute to a sense of community within the school.

Qualifications

• Warmth and professionalism in interactions with parents, faculty, and students.
• Strong organizational instincts to track multiple concurrent projects.
• Excellent written communication; ability to draft community-facing correspondence and provide a writing sample.
• Sound judgment and discretion handling confidential or sensitive information.
• Proficiency with standard office tools; willingness to learn school systems such as PowerSchool, Asana, and FMX.

Responsibilities

• Manage the Headmaster’s calendar, meetings, teaching, and travel.
• Anticipate scheduling conflicts using the school’s annual rhythm (hiring cycles, evaluation season, events).
• Maintain running to-do list and assist with follow-ups after key meetings.
• Support donor relations: schedule meetings and document outreach and asks.
• Assist with HR-related tasks for Headmaster and Business Office.

Skills

Warmth and professionalism

Strong organizational skills

Excellent written communication

Discretion with confidential info

Office tool proficiency

Tools

Microsoft 365

PowerSchool

Asana

FMX

Job description

Ridgeview Classical Schools is seeking an Executive Assistant to the Headmaster who can help manage the daily rhythm of the school - protecting the Headmaster’s time and attention, keeping the school’s events and traditions running well, and making sure the many moving pieces of a school year land where and when they should. This is an administrator-level position.

The ideal candidate is someone who takes genuine pleasure in bringing order to complexity, who communicates warmly and clearly and who understands that the small details of a school year are part of what makes a school feel like a community rather than an institution.

Key Responsibilities

Executive Support

• Manage the Headmaster’s calendar, including meetings, teaching, and travel.
• Anticipate scheduling conflicts and recurring seasonal demands before they become urgent, using the school’s annual rhythm (hiring cycles, evaluation season, events) as a guide.
• Maintain the Headmaster’s running to-do list, including seasonal and summer priorities, and help track follow-up items after key meetings.
• Support the Headmaster in developing the school's donor relations efforts: scheduling donor meetings and maintaining documentation of contacts, outreach dates, and the nature of each ask.
• Maintain the Headmaster's supply inventory, ordering supplies as needed.
• Submit receipts in a timely fashion and assist the Headmaster with expense tracking as needed.
• Provide Human Resources support to the Headmaster and/or Business Office as needed.

Communications

• Draft, compile, and distribute the weekly Nuntius (community newsletter), coordinating submissions and meeting the weekly deadline.
• Draft and distribute all-school communications, including general information, closure announcements, etc.
• Prepare materials and notes for Headmaster’s Coffees, faculty meetings, admin meetings, and board meetings; distribute notes and track follow-up items.
• Serve as a primary point of contact for parents, faculty, and vendors on matters related to the Headmaster’s office.

School Events & Traditions

• Coordinate with other administration in the planning and execution of signature Ridgeview events across the school year, including but not limited to Back to School Night, First Responders’ Day, Valborgsmassoafton, the Senior Banquet, EOY Awards Assemblies, the Field Day Picnic, and Graduation.
• Manage event logistics, including venues, catering, vendors, supplies, and volunteer coordination, tracking tasks for each event using Asana or a similar project management software.
• Plan and coordinate school catering for events, teacher training, and parent-teacher conferences.
• Prepare and set up for the weekly and monthly parent book group meetings.

Talent Pipeline, Recruitment, Hiring, & Onboarding

• Develop and maintain a recruitment pipeline of prospective faculty, including writing and designing three recruitment newsletters per year to keep candidates warm and engaged.
• Support the annual faculty hiring cycle: posting positions, processing applications, and scheduling interviews and mock teaches.
• Maintain organized hiring records and applicant tracking for each open position.
• Assist with new faculty and staff onboarding.

Qualifications

Required

• Genuine warmth and professionalism in working with parents, faculty, and students.
• Strong organizational instincts — the ability to track many concurrent, seasonal projects without losing the thread.
• Excellent written communication; comfortable drafting community-facing correspondence. Applicants will be asked to submit a writing sample.
• Sound judgment and discretion in handling confidential or sensitive information.
• Proficiency with standard office and scheduling tools (Microsoft 365); willingness to learn school systems such as PowerSchool, Asana, and FMX.

Preferred

• Prior experience in a school, nonprofit, or similarly relationship-driven organization.
• Familiarity with or enthusiasm for classical education.
• Event planning or project coordination experience.
• Previous Executive Assistant experience.