Position Description

Job Title: Executive Assistant

Department: Temple Beth Am Day School

Reports To: Head of School; School Leadership team

FLSA Status: Non-Exempt

SUMMARY: The Executive Assistant will provide administrative support for the Head of Day School and other school management executives. As an Executive Assistant, you may be authorized to make business office decisions in the occurrence that executives are unavailable. Other responsibilities are fielding telephone calls, supervision of clerical activities of school administrative pool, creating spreadsheets, managing databases, making appointments, fielding telephone calls, and other administrative duties.

Essential Duties and Responsibilities:

· Delegation and supervision of administrative duties for the Day School administrative pool.

· Provides administrative support to Head of Day School and other management executives.

· Anticipate needs of position and management team and be able to effectively address.

· Be adept at dealing with, and accommodating, a variety of people and personalities, i.e.: parents, teachers, students.

· Schedules appointments, meetings, maintains calendars, answers phones, etc.

· Create and maintain staff and other documentation and keep accurate records.

· Maintain records for teachers for various accreditations and organizations.

· Handles various correspondences.

· Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.

· Create all print/digital material not generated by outsourced marketing company; including but not limited to flyers, online newsletters/blogs, programs, and invitations.

· Organizes and maintains files, office, etc.

· Arranges reservations, conference calls, and meetings.

· Conducts research and develops reports as needed.

· Prepares presentations and proofs documents as needed.

· Managing the day-to-day operations of the office while maintaining updated knowledge of school events.

· Become familiar with school events and its requirements

· Assist with special projects as assigned, i.e.: school accreditation and special events.

· Supervise students who are in the office.

· Providing quality customer service.

· Additional duties may be assigned.

MINIMUM JOB REQUIREMENTS:

· Must have at least 3 years administrative experience working with executive and senior management; preferably in a school setting.

· Minimum of High School Diploma; Associate’s or Bachelor’s Degree preferred.

· Ability to write professional communications and correspondence.

· Able to multi-task, very organized, efficient, independent, excellent self-management, ability to get things done, and able to proactively prioritize.

· Excellent verbal and written communication skills are a MUST.

· Know Microsoft Office including Excel and PowerPoint.

· Professional appearance and demeanor is crucial.

· Ability to handle “high profile” position while maintaining confidentiality, tact, and resourcefulness.

Knowledge, Skills, and Abilities Required:

· Ability to gracefully handle multiple priorities in a fast paced environment.

· Ability to supervise work of office staff; experience in office management preferred.

· Strong interpersonal and communication skills, both verbal and written.

· Demonstrated high degree of proficiency regarding: spelling, punctuation, grammar, principles / techniques of school safety and first aid, pertinent laws and rules pertaining to school operations, and applicable records / reports / procedures.

· High degree of proficiency with computers and various software applications i.e.: Powerpoint, Outlook, Word, and Excel; plus desire to remain up-to-date with new developments.

· Strong organizational skills.

· Positive attitude and ability to deal tactfully and respectfully with administrators, clergy, parents, students, and the public.

· Demonstrate initiative, poise, and good judgment while working under pressure and with frequent interruptions.

· Maintain confidentiality.

· Obtain and impart information tactfully and accurately.

Working Conditions and Physical Effort:

· Work is normally performed in a typical interior / office work environment.

· Little, if any, physical effort required.

· Little, if any, exposure to physical risk

Position Description Receipt Acknowledgement

I hereby acknowledge that I have received a copy of Temple Beth Am’s Executive Assistant Position Description. I agree to read it thoroughly and agree that if there is any job function / duty in the Position Description that I do not understand, I will seek clarification from my supervisor. I understand this Position Description is not a complete statement of essential functions, responsibilities or requirements and that they are representative of the minimum level of knowledge, skill, and/or abilities. I acknowledge that the information contained here may be reviewed and revised from time to time as circumstances may require, and that Temple Beth Am reserves the right to change or modify any part of this Position Description without prior notice. Additionally, I understand that this Position Description is a guideline, and is not intended, nor does it, cover every conceivable situation that may arise.

Please sign and date this receipt and return it to ___________________________________.

Date: __________

Signature: _____________________________________

Print Name: ____________________________________