The Executive Assistant manages the head of school’s office to create a respectful, joyous, and efficient workplace that serves and supports the effective functioning of the entire school and the board of trustees. This position is counted on to provide excellent communication, organization, and confidentiality. It is an excellent opportunity for digital thinkers to work in a fast-paced and rewarding office inside a school that changes young people’s lives. This full time, 12-month position reports to the head of school.
Duties and Responsibilities:
Manage an extremely active calendar of personal appointments and timelines for the head of school, including serving as first point of contact and communications manager for the head of school.
Ensure the head of school is prepared, informed and on time for appointments across two campus offices and a virtual office.
Organize special events, including annual faculty and staff parties to administrative retreats.
Manage internal communication systems, including preparing and distributing meeting reports, agendas, schedules, surveys/questionnaires, and data sets.
Represent the head of school in welcoming all community members and visitors to campus in “an atmosphere of love and understanding”.
Manage the HR services conducted in the head’s office, including preparing and collecting letters of agreement for current employees, collecting clearances for all, and receiving and directing all new applications for employment.
Arranging for travel arrangements and gifts in honor of others on behalf of the school.
Aid in the creation of presentations, written communications, and data sets, including celebrations for years of service to the Academy.
Manage official employment files and expense accounting in coordination with the Business Office and Divisional Offices.
Schedule the Board of Trustee meetings, distribute and collect needed files across all committees, maintain the permanent records for the Board.
Serve as the liaison with Board of Trustee Officers and Committee Chairs.
Support the head of school’s communication projects (letters, videos, social media, etc.) in coordination with the Office of Communications.
Assist or lead special engagement projects as needed.
Exhibits the behaviour of a life-long learner who enhances his/her skills using available technologies to maintain high standards of performance.
Other responsibilities as needed.
5-10 years of previous administrative support experience; school background preferred.
All necessary background clearances to work in schools in Pennsylvania.
Skills and Abilities
Ability to thrive in a fast-paced, dynamic, and high pressure environment.
Superior executive functioning skills and ability to work independently.
Experience in providing outstanding customer service.
A sense of humor, flexibility, and appreciation for the daily life of schools.
Excellent written and verbal communication skills.
Strong listening and interpersonal skills to meet the needs of a diverse and sophisticated community.
Maintain confidentiality of all information.
Experience in a virtual office environment.
Advanced digital skills in Blackbaud (or similar school SIS online software) and Google Suite (Calendar, Docs, Sheets, Slides, Gmail).
Proficiency in web applications such as SignupGenius, Doodle, SurveyMonkey, Hootsuite, LinkedIn, YouTube, Evernote, Trello, etc.
Desire to use feedback in order to improve.
A team player and collaborator.
This is a full-time contract position, with benefits, beginning July 1, 2019 or earlier based on availability.
Compensation and Benefits:
Moravian Academy salaries are competitive and based on years of experience and expertise. The Academy’s retirement plan contributes 8% of salary or wages when the employees contribute 5% of their salary or wages through payroll deduction. Full-time employees are eligible to enroll in the Group Medical and Prescription Healthcare Program offered by the school. The Academy pays up to 70% of the premium. The Academy financially supports the continuing professional development of its faculty and administrators. Tuition remission is available for the children of employees, who qualify, and is in the form of need-based financial aid.
Submit digital materials, including a letter of intent, resume and statement of educational philosophy, to firstname.lastname@example.org. Address letter of intent to Mr. Jeff Zemsky, Head of School.
Moravian Academy is an equal opportunity employer and we strive to provide an environment that welcomes a diverse community.
About Moravian Academy
Founded in 1742, Moravian Academy is a coeducational primer-grade 12 independent college preparatory school. The Academy, located in Bethlehem, Pennsylvania, has an enrollment of over 700 students. The school has three divisions: the lower school (primer-grade 5), the middle school (grades 6-8) and the upper school (grades 9-12). Our lower and middle schools are located in historic downtown Bethlehem and the upper school is located on a bucolic 120-acre campus in Bethlehem Township, approximately 6 miles from the downtown campus. Moravian Academy is a member of the National Association of Independent Schools, the Pennsylvania Association of Independent Schools, and the Council for Spiritual and Ethical Education.
Moravian Academy is a church-related school whose Moravian tradition affirms that young people best realize their potential in an atmosphere of love and understanding. We seek to promote the child’s full development in mind, body and spirit. Since 1742, our tradition has encouraged sound innovations to meet the contemporary challenges while recognizing the permanence of basic human values.