Executive AssistantStatus: Full-Time, Non-ExemptReports To: Head of School

Pay Range: $30 - $33/hourRevision Date: 08/2024

At Pacific Ridge School, our mission statement drives all of our work: In a community that fosters academic excellence, ethical responsibility and global engagement, Pacific Ridge School prepares students for college and a purposeful life.

Position Summary

The Executive Assistant supports our Head of School and Assistant Head of School for Academics and serves as the primary liaison for the Board of Trustees. The ideal candidate possesses excellent organizational and communication skills, manages complex schedules, is flexible and adaptable, balances multiple projects, and handles confidential information with the utmost discretion. Responsibilities include planning events, coordinating meetings, preparing reports, and liaising with various stakeholders within the school community.

Essential Duties and Responsibilities (include, but are not limited to, the following)

Scheduling & Calendar Maintenance

Sets ups and maintains daily/weekly calendars for the Head of School and the Asst. Head of School for Academics
Schedules appointments for both the Head of School and the Asst. Head of School for Academics throughout the year on an as needed basis
Creates candidate visit schedules for faculty and staff candidates being hired by either the Head of School or the Asst. Head of School for Academics

General Support

Balances multiple projects simultaneously, maintaining flexibility to address incoming needs as they arise
Interfaces with the school community both online, primarily via email, and in a reception capacity within the office
Maintains a positive attitude, welcoming personality, and professional, friendly demeanor
Stays aware of daily school activities

Board of Trustees Management

Generates and distributes the annual meeting calendar for the Board of Trustees, including Board meetings, the Annual Retreat, and committee meetings
Generates and distributes meeting packets, such as agendas, schedules, and supporting materials, one week before committee and Board meetings
Maintains and update the online portal for the Board of Trustees
Plans event logistics for the Annual Board Retreat, monthly committee and Board meetings, and typically 1-3 social gatherings each year
Takes minutes at each monthly meeting, ensure they are reviewed by Board officers, and file them as the official meeting minutes of the institution
Maintains records of Board of Trustee votes, resolutions, minutes, and related documents

Event Planning & Execution

Creates and executes various faculty and staff social events on and off campus on behalf of the Head of School and/or the Assistant Head of School for Academics
Leads the execution of the School’s annual Commencement for its senior class

Qualifications (minimum requirements)

3+ years of experience as an Assistant supporting executives and/or in event management
Demonstrates strong computer skills, including spreadsheet development, database maintenance, word processing, presentation preparation, and internet/email applications; able to accomplish tasks with minimal supervision and supervise administrative subordinates
Works independently and collaboratively with other departments; exhibits strong organizational skills and a customer service orientation
Upholds and maintains confidentiality in all aspects of the role
Communicates pleasantly and effectively with executives, clients, and team members

Pacific Ridge School jobs

Executive Assistant (Full-Time, Non-Exempt)