Reporting to and working closely with the Head of School, the Executive Assistant manages all workflow related to the Head of School and Board of Trustees. The Executive Assistant also supports the Head of Upper School, the Head of Middle School and other Division Heads, as approved by the Head of School. This is a full-time, 12-month position with excellent benefits including medical, dental, and life insurance as well as an employer-matching retirement savings plan.
The Executive Assistant should be highly organized, collaborative, mature in handling sensitive and confidential matters, proactive in anticipating and planning for future challenges and opportunities, and eager to learn and improve skills within a school culture that prizes continuous improvement. The Assistant should have strong interpersonal skills and set a tone of competence and genuine affection for people, especially school-aged children but also adult colleagues, alumni, parents, and professionals outside of the School. The Assistant should also have strong skills in professional correspondence, document editing, taking meeting minutes, website navigation, spreadsheets, databases and record-keeping, in addition to specific expertise with GSuite (Docs, Sheets, Gmail, etc.) and the ability to develop expertise with new systems and software.
Specific responsibilities include but are not limited to the following:
- manage the Head’s calendar, always apprising the Head of important deadlines, conflicts and potentially sensitive issues
- prepare a “week ahead” memorandum that includes important appointments, preparation required, and priority to-do list
- handle the Head’s correspondence, including sorting and prioritizing mail, preparing responses whenever possible, and maintaining and updating standard letters and responses
- screen the Head’s calls, responding or taking messages as appropriate
- Keep running agenda for Administrative Council meetings
- Coordinate Faculty Growth & Renewal class observations and subsequent meetings for Head of Upper School, Head of Middle School and Assistant Head of School
- Orchestrate faculty/staff candidate visit days plus travel and accommodations, as necessary
- Coordinate and support retreats and events throughout the year for Trustees, Administrative Council, new faculty & staff,
- Arrange travel and registration for industry conferences for HOS and Admin Council members
- Do expense reports for HOS, Head of Upper School & Head of Middle School
- Partner with Database Manager to maintain school family and faculty/staff databases
- Coordinate with “content owners” to manage production of the School Directory and the Employee and Student Handbooks
- Cover switchboard in the absence of the receptionist, including personal, sick, and vacation days
- Other duties, special projects and research as determined by the Head of School
The Executive Assistant also serves as clerk and liaison to the Board of Trustees, including but not limited to:
- provide all necessary logistical support for Board - and standing committee - meetings, retreats, and social events
- record and distribute minutes for Board and standing committee meetings
- manage the trustee portion of the school website, including calendar of events, trustee rosters and monthly meeting minutes and documents
- send all materials to trustees ahead of full Board and standing committee meetings and post to website
- work closely with Chair of the Governance Committee and Director of Development
- prepare schedule, compile materials and provide all logistical support for New Trustee Orientation
- update St. Luke's website with Trustee headshots and biographies
- proactively ensure the Head’s regular contact with all trustees and others as requested by the Head
To apply, please include a cover letter, resume, and references with your application, addressed to BJ Casey, Executive Assistant to the Head of School.
St. Luke’s attracts families from 25 towns throughout Connecticut and New York. A combination of challenging academics and truly exceptional community support distinguishes St. Luke’s and encourages our students to go above and beyond their own expectations. St. Luke’s offers an inclusive environment where differences in race, culture, and personal beliefs are embraced as assets that enhance education. St. Luke’s prides itself on being a forward-thinking school and home to the Center For Leadership - where students hone their own distinct leadership skills by developing a design mindset, an inclusive ethos, a global perspective, and a service orientation.
St. Luke’s School is an equal opportunity employer. St. Luke’s School does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, ancestry, citizenship, age, marital status, disability, veteran status or sexual orientation or any other basis prohibited by law with regard to hiring, terms and conditions of employment or educational programs. We strive to provide a welcoming educational environment where the value and dignity of every member is respected.