Executive Assistant chez Pennsylvania School For The Deaf

Description

Reports to:  Head of School

Employment Information: Full time, 12-month, non-union position

Summary:

The Executive Assistant to the Head of School plays a pivotal role in keeping the Head of School’s time, priorities, and focus aligned with the school’s mission and goals. Combining organization, foresight, and adaptability, this position anticipates needs, streamlines processes, and ensures that day-to-day operations run smoothly.

From managing a dynamic schedule and preparing for key meetings to coordinating school-wide initiatives, the Executive Assistant creates the conditions for the Head of School to work at their highest level of effectiveness. With a thoughtful approach, attention to detail, and a genuine commitment to the school’s success, this role supports collaboration, strengthens communication, and helps move priorities forward with clarity and purpose.

Qualifications, Skills, and Abilities:

• High school diploma required; Associate’s Degree or higher preferred
• 3–5 years of prior administrative or executive support experience required
• Professional presence with the ability to represent the Head of School’s office with warmth and discretion
• Advanced proficiency in Microsoft Word, Excel, PowerPoint  and Google Suite; experience with PowerSchool a plus
• Strong verbal, written, and presentation skills
• Intermediate American Sign Language (ASL) required; advanced ASL skills preferred
• Highly organized with the ability to anticipate needs, manage multiple priorities, and meet deadlines under pressure
• Sound judgment and the ability to handle sensitive information with complete confidentiality
• Flexible, dependable, and responsive, with a commitment to supporting leadership success
• Strong interpersonal skills with the ability to build trust and maintain positive relationships across the school community
• Skilled in planning and executing events and special projects independently
• Competence in tracking expenses, managing budgets, and maintaining accurate records

Key Responsibilities:

• Proactively manage the Head of School’s calendar, scheduling appointments, meetings, and travel with careful attention to priorities and timing
• Plan and coordinate department initiatives, events, and projects at least 1–2 months in advance to ensure smooth execution
• Attend meetings, take clear and accurate minutes, and follow up to ensure action items are completed timely
• Organize all travel logistics for the Head of School and Board members, ensuring arrangements are efficient and cost-effective
• Welcome visitors warmly, creating a professional and inviting atmosphere
• Handle incoming communications, phone calls, emails, mail with professionalism and promptness
• Prepare, review, and distribute accurate and detailed reports and materials for Board meetings and other key leadership sessions in a timely manner
• Conduct research and prepare presentations, reports, or briefings as needed to support decision-making
• Collaborate with departments to plan and carry out school-wide events, ensuring the Head of School’s attendance and participation are well coordinated
• Maintain organized and up-to-date records, files, and departmental databases
• Monitor and reconcile department expenses and credit card transactions accurately
• Take ownership of special projects and confidential assignments with discretion, efficiency, and a solutions-oriented approach
• Anticipate potential issues and address them proactively to keep operations running smoothly
• Foster effective communication and collaboration across the school community in support of the Head of School’s goals

Requirements

Physical Requirements & Work Environment

• Occasionally lift up to 25 lbs
• Work primarily in an office environment with occasional event-based activity
• Ability to sit, stand, walk, kneel, crouch, and reach with hands and arms as needed
• Some tasks may involve light lifting, carrying, or pushing/pulling
• Significant fine finger dexterity for office tasks