Executive Assistant to the Head of School presso St. Anne's-Belfield School
St. Anne's-Belfield School · Charlottesville, Stati Uniti d'America · Onsite
- Professional
- Ufficio in Charlottesville
About the school
Since 1910, St. Anne’s-Belfield School has been committed to nurturing the whole student: body, heart, mind, and soul. As the largest independent school in the college town of Charlottesville, Va., our 900+ students, age 2 through Grade 12, inspire us each day as we aspire to educate the next generation of exemplary citizens and visionary leaders.
As a member of our school community, you'd be joining a team of people who are passionate about their roles and contributing to a community of purpose and belonging. Those who thrive at St. Anne’s-Belfield are people who, as outlined in our Portrait of a Graduate, pursue knowledge to generate impact, seek to engage diverse perspectives and practices, engage in reflection, demonstrate moral character and integrity, and work to understand and meet the needs of the community.
Our two beautiful campuses on 55 acres serve as vibrant hubs for curiosity, creativity, and academic excellence. This is perfectly complemented by our location in Charlottesville, one of the top 5 happiest cities in the U.S., as recognized by National Geographic and Outside Magazine. Opportunities abound to connect with nature, enjoy arts and culture, engage with the University of Virginia, only one mile away, and explore American history both within our region or Richmond (one hour by car) and Washington, D.C. (two hours by car).
If you're looking for a dynamic learning environment where your contributions help spark each child’s potential, we invite you to consider a career with St. Anne’s-Belfield. We at St. Anne's-Belfield School believe it is the quality and passion of our people that set us apart. We seek to hire the best teachers, administrators, staff members, and coaches to support our student body by offering a competitive benefits package and providing a wonderful working environment.
About the Role
The Executive Assistant to the Head of School (HOS), or Head of School’s Office Director, provides high-level administrative support by exercising substantial judgment and decision-making, attention to detail, professionalism, confidentiality, grace, and a sense of humor. The person in this role must be a creative problem solver and enjoy working in a mission-driven, fast-paced, and community-oriented environment. The ideal individual will write and speak precisely and eloquently, possess exceptional administrative and organizational skills, and have a demonstrated ability to prioritize amongst competing goals and objectives. The ability to work under pressure while handling a wide variety of activities is crucial to success in this position.
Based on experience and skills, this position may be hired as Executive Assistant to the Head of School or Head of School’s Office Director. This position may manage and direct a part-time employee. This is an on-site position.
Executive Support
Completes a wide variety of administrative tasks for the Head of School (HOS), including, but not limited to:
- Managing, prioritizing, and protecting a highly-active schedule of appointments, creating win-win situations for direct access to the HOS,
- Completing expense reports and gathering information for annual reports,
- Composing and preparing correspondence,
- Keeping the HOS apprised of essential upcoming commitments and potentially sensitive issues, following up as appropriate,
- Warmly welcoming visitors, including faculty, students, parents/guardians, volunteers, donors, and board members, and
- Answering phones and directing incoming inquiries to the appropriate party as necessary in a positive and professional manner.
Event Planning
Directly manages or provides support for a variety of special events and projects for the Head of School and school-wide community, such as:
- Annual community events ranging in size from 10 to over 1,000 attendees,
- High-level meetings and retreats for various constituencies such as the Board of Trustees, Senior Administrative Leadership Team (SALT), and committees assembled by the HOS, and
- Special activities hosted by the HOS, such as priority guest visits, luncheons, and notable celebrations on and off campus.
Administrative Leadership
- Engages with administrative colleagues in a leadership capacity, initiating quarterly meetings and training and coordinating phone coverage when necessary,
- Manages one part-time employee,
- With direction from the HOS and in collaboration with the Communications department, coordinates the School's calendaring process for internal and external events, and
- Contributes to scheduling internal event requests and room reservations for internal meetings.
Board Support and Liaison
With guidance from the HOS and board chair, serves as liaison to the board of trustees for all campus and off-campus constituencies. Manages all administrative matters related to the board, including responsibilities like:
- Creating agendas, related materials, presentations, and invitations for board meetings, retreats, and new trustee orientations,
- Coordinating logistical needs such as space reservations, technology support, and food,
- Gathering all notes, minutes, and presentations for distribution to board members and archiving in the board portal and internal drive, and
- Maintaining updated board committee rosters, directory updates, and major dates calendars.
What you need
- Three to five years of supporting C-level executives, preferably non-profit executives. Experience working in schools is a plus,
- Expert use of professional software (Microsoft Office and/or Google Workspace), specifically word processing, spreadsheets, and presentation software. Experience with database management systems is a plus,
- Background with project management and/or teaching and lesson planning is a plus,
- Event and meeting planning experience,
- Bachelor’s degree, though years of experience may be considered in lieu of a degree,
- Ability to work long hours on occasion, including attending weekend and evening events on and off campus, and
- Demonstrated ability to maintain credibility, trust, and support across departments and with school management.
What we provide
- Competitive annual salary, based on experience
- Generous PTO - up to 6 weeks vacation + 3 personal days annually
- Shared cost high-quality medical, dental, and vision insurance
- School paid short-term and long-term disability and life insurance
- Retirement plan with match
- Supplemental insurance policies
- Flexible Spending Account (FSA) / Health Savings Account (HSA)
- Discounted gym membership
- Employee Assistance Program (EAP)
- Tuition remission and program discounts for children enrolled at the school
- Free, after-school care for children enrolled at the school
- Free lunch when school is in session
- 20% discount to the St. Anne’s-Befield School store
