Executive Assistant Job at Journey Pure LLC in Philadelphia

Reports to: Head of School

Employment Information: A full-time 12-month position, non-union position

Summary:

The Executive Assistant to the Head of School is a critical role that ensures the efficient operation of the Head of School's office and supports the successful execution of school-wide initiatives. This includes managing the Head of School's calendar, coordinating meetings and events, arranging travel, preparing reports, and overseeing budget management. The position requires exceptional organizational, communication, and problem-solving skills, as well as the ability to multitask and maintain confidentiality. By providing essential administrative support and facilitating smooth operations, the Executive Assistant plays a vital role in ensuring the Head of School is well-supported and school initiatives are carried out effectively, making this role integral to the school's success.

Qualifications, Skills and Abilities:

• Requires a high school diploma; Associate's Degree or beyond preferred.
• 3-5 years of previous administrative experience required
• Represents Head of School department in welcoming, friendly and professional manner.
• Advanced skills in using Microsoft applications, including Word, Excel, PowerPoint, and Outlook, as well as Google Workspace. Experience with PowerSchool is a plus.
• Exceptional verbal and written communication and presentation skills.
• Ability to communicate in American Sign Language. Intermediate skill required; advanced skill desired.
• Ability to problem solve and ability to multitask.
• Excellent time management skills.
• Ability to operate general office equipment.
• Exceptional interpersonal skills.
• Ability to work effectively both independently and as part of a team.
• Highly dependable and flexible, with the ability to be available after hours occasionally as needed.
• Maintains confidentiality at all times.
• Ability to plan events and special projects
• Ability to track spending and manage budget responsibilities for the Head of School's department.

Duties:

• Manage the Head of School's calendar, scheduling appointments, meetings, and reminders. Plan ahead for events and travel.
• Planning for all Head of School department initiatives, events, projects at least 1-2 months in advance
• Attend meetings and take minutes. Track action items and ensure follow-up with the necessary parties.
• Handle all travel arrangements for the Head of School and Board members, ensuring logistics are organized and cost-effective.
• Greet all incoming visitors, ensure they sign in and out, and provide a welcoming atmosphere for all guests.
• Receive and refer telephone/VP calls as appropriate, send formal emails and correspondence to staff, families, and external stakeholders, and manage the sending and receiving of mail and packages.
• Prepare reports for Board meetings and distribute meeting materials in a timely manner.
• Conduct research and prepare presentations or reports as requested by the Head of School.
• Work with other departments to plan and execute school events. Keep a pulse on upcoming events to ensure the Head of School's attendance and participation are well-coordinated.
• Plan school wide events.
• Manage both electronic and physical records, files, and departmental databases
• Order and maintain office supplies and equipment, keeping the office well-stocked and organized.
• Maintain credit card documentation and reconcile credit card spending.
• Work on special projects or other responsibilities as assigned by the Head of School. Collaborate with departments to facilitate and manage special initiatives and projects
• Other duties as assigned

Requirements

Physical Requirements and Work Environment:

• Occasionally lift up to 25 lbs.
• Generally works in an office environment.
• Ability to sit, stand, walk, kneel, crouch and reach with hands and arms
• Some lifting, carrying, pushing, and/or pulling; some climbing and balancing; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity.