Executive Assistant to the Headmaster

Cincinnati Classical Academy

Utah

On-site

USD 45,000 - 65,000

Full time

14 days+

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Benefits offered by this job

Health benefits

Paid vacation

Personal days

Paid holidays

SERS retirement plan

Job summary

Cincinnati Classical Academy is seeking a full-time Executive Assistant to support the Headmaster and serve as a secondary receptionist at the Summit Park campus.

The role requires administrative excellence, discretion with sensitive information, and the ability to manage multiple projects and events while maintaining a welcoming school environment.

Qualifications

Bachelor's degree required or equivalent in related field.
Strong verbal and written communication skills required.
Ability to handle confidential information with discretion and professionalism.

Responsibilities

Manage Headmaster's calendar and schedule
Coordinate meetings and prepare agendas/minutes
Greet and assist visitors and callers in a professional manner
Draft memos and correspondence for signature
Support administrative projects and events
Coordinate interviews and board-related activities
Serve as secondary receptionist at Summit Park campus
Maintain knowledge of school activities and calendar

Skills

Calendar management

Communication

Discretion and confidentiality

Project coordination

multitasking

Education

Bachelor's degree in business administration, communications, public relations, English, or a related field

Tools

Microsoft Office Suite

Job description

Executive Assistant to the Headmaster

The Executive Assistant to the Headmaster is a full-time, salaried, category two position with a 12-month work schedule beginning July 1. Reporting directly to the Headmaster, this combined role provides confidential, consistent, and professional support while also serving as a secondary receptionist at the Summit Park campus. The Executive Assistant plays a crucial part in administrative and executive duties, overseeing special projects and initiatives, and ensuring a warm, welcoming environment for students, families, staff, and visitors.

Essential Duties and Responsibilities

Administrative Support

Manages the Headmaster's schedule and calendar according to school priorities

Coordinates and prioritizes meetings, ensuring the efficient use of the Headmaster's time

Handles incoming calls, emails, and inquiries, redirecting or responding as appropriate

Drafts memorandums and letters for signature based on notes or other direction given

Prepares monthly "State of the School Report" for meetings of the Board of Directors

Prepares and distributes agendas, minutes, and other materials for A-Team meetings and School Leadership Team meetings

Manages all arrangements for faculty/staff meetings and employee events

Assists the Headmaster with work and events related to the Board of Directors, Friends of Cincinnati Classical, and the Parent Service Organization

Assists in the planning and execution of school events, meetings, and special functions

Collaborates with other administrative staff to ensure successful events

Conducts research and gathers information as needed for various initiatives

Assists Headmaster with preparing materials for coursework as needed

Coordinates job search committees and schedules interviews for prospective faculty and staff

Monitors and directs special projects as assigned

Uses independent judgment in performing the responsibilities of the position

Reception & Front Office

Serves as an assistant receptionist for the Summit Park campus, providing a warm and welcoming atmosphere for students, staff, parents, and visitors

Answers incoming phone calls in a pleasant, informed manner, projecting a positive first impression of the school

Greets all incoming students, families, and guests respectfully and professionally, determining their needs, checking scheduled appointments, and directing them to the proper person

Checks voicemail messages in the school's general mailbox on a routine basis and distributes or responds to those needing attention

Maintains current knowledge of school activities, programs, and events related to the school calendar

Answers door with remote access and/or in person; admits visitors, requires all visitors to identify themselves and sign in; provides appropriate visitor passes and badges following school protocol

Checks students in and out, issues passes, and monitors requests for early dismissals

Works closely with the School Nurse and administration regarding care for students, especially in emergencies

Computer Skills

Proficiency in Microsoft Office Suite and primary social media platforms

Qualifications

Bachelor's degree in business administration, communications, public relations, English, or a related field

Experience in a school setting (preferred but not required)

Capacity to take initiative and be self-directed while working independently

Excellent verbal and written communication skills

Flexibility, organization, decision-making, and problem-solving skills

Highly organized and detail-oriented with strong project management skills

Ability to meet deadlines, work on multiple projects, and coordinate work with others

Demonstrated ability to handle sensitive information with discretion and confidentiality

Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors

Courteous and pleasant personality with the ability to work with tact and diplomacy as part of a team

Strong candidates will also embrace the school's organizational values

The tenets of classical, liberal arts education

Community and partnership in the common pursuit of forming intelligent, virtuous citizens

Excellence in teaching and learning

The virtues we aim to teach our students: prudence, justice, fortitude, humility, gratitude, perseverance, and compassion

Compensation, Benefits and Hiring

Pay is competitive and commensurate with experience and qualifications. Benefits offered for full-time employees include health benefits, paid vacation, personal days, paid holidays, and SERS retirement plan with employer contribution. Children will receive enrollment priority if a parent is a full-time employee at the time of enrollment. All employees will be required to pass background checks.