Title of position: Executive Assistant to the Head of School and Board Liaison
Reports directly to: Head of School
Department: Administration
Position type: Full-time, 12-month contract
Location: Antilles School, 7280 Frenchman Bay, St. Thomas, VI 00802
The Executive Assistant to the Head of School (HoS) and Board Liaison at Antilles School provides high-level administrative and operational support to the Head of School while ensuring smooth communication and collaboration between the Board of Trustees and school leadership. This individual plays a crucial role in managing the daily operations of the Head’s office, fostering efficiency, confidentiality, and professionalism.
This position requires excellent organizational skills, strong written and verbal communication, discretion in handling confidential matters, and the ability to engage positively and professionally with all constituencies.
Core Responsibilities
- Manage the Head of School’s daily schedule, coordinate meetings, and handle correspondence to ensure operational efficiency.
- Serve as the primary point of contact for the Head of School, screening calls and visitors, and following up on outstanding matters.
- Maintain, enter, and update the school’s databases concerning student and staff records as needed.
- Ensure that documentation required for appointments and meetings is readily available.
- Maintain filing systems and organize digital and physical records in compliance with confidentiality protocols.
- Assist in the formulation, retrieval, transfer, and disposal of confidential records.
- Provide logistical support for school-wide initiatives, special projects, and events.
- Act as the primary administrative liaison between the Board of Trustees and the Head of School.
- Manage board-related activities, including scheduling and planning meetings, preparing and distributing agendas, minutes, and reports.
- Maintain accurate board records, including governance documents and policy updates.
- Provide logistical support for board committees and special projects and related meetings.
- Facilitate board communications, ensuring transparency and timely dissemination of information.
- Ensure the Head of School’s office is fully operational and well-stocked with necessary supplies.
- Oversee visitor check-in and check-out procedures for the Head of School’s office.
- Assist in tracking and updating school subscriptions and memberships.
- Manage the school’s master calendar, ensuring alignment across departments.
- Support teachers and students with administrative tasks when necessary.
- Coordinate and oversee student transportation logistics, including school bus schedules, ferry ticket distribution, and arranging taxis for field trips and athletic events.
- Serve as a bridge between the Head of School and the wider school community, ensuring smooth communication.
- Maintain an active network with other independent school professionals for benchmarking and best practices.
- Actively engage with students, faculty, parents, and external stakeholders, fostering a welcoming school environment.
- Manage confidential situations with sensitivity, respect, and discretion.
- Other duties as assigned by Head of School.
Qualifications & Skills
- Bachelor’s degree in a relevant field required; advanced degree preferred.
- Previous experience in an executive assistant or administrative role, preferably in an educational or nonprofit setting.
- Experience supporting senior leadership, preferably in an independent school environment.
- Strong professional written and verbal communication skills, including advanced proofreading and editing.
- Ability to prioritize tasks, manage multiple projects, and meet deadlines effectively.
- A courteous and welcoming demeanor with strong interpersonal skills.
- Advanced skills in CRM databases, Google Suite, Microsoft Office, and other relevant technologies.
- Exceptional organization, record-keeping, and accuracy in document preparation.
- Ability to work independently, take initiative, and adapt to changing needs.
Antilles School is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all members of our community. Employment decisions are based on qualifications, merit, and school needs. Antilles School does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status under federal, state, or local laws.
Applicants requiring reasonable accommodation for any part of the application process due to a disability may contact us to request assistance. Information received related to accommodation will be treated confidentially.
This job posting is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Antilles School reserves the right to modify job descriptions or job postings at any time, as business needs may dictate.
