Assistant to the Director

Overview of the position:

Reporting to the Director the Assistant to the Director serves as the primary point of contact for internal and external constituencies on all Office of the Director matters. The Assistant also serves as a liaison to the Board of Trustees and supports the Assistant Director and LREIs administrative leadership team. The Assistant organizes and coordinates outreach and external relations efforts and oversees special projects. The directors assistant must be creative flexible and enjoy working in a fastpaced mission resultsdriven and communityoriented environment.

Responsible for all matters related to the Directors Office the Assistant works closely with the senior administrators and support staff to ensure the smooth operation of the school. The assistant works closely with the Chair of the Board of Trustees and Board Committee Chairs for all Boardrelated matters andsupports LREIs Trustees.

Essential Duties and Responsibilities

Daily tasks include:

• managing the Directors daily calendar scheduling meetings preparing materials managing logistics;

• handling all communications for the director/directors office including drafting letters policies guidelines emails and other correspondence;

• organizing all seniorlevel administrative meetings attending as required;

• facilitating the resolution of faculty/staff matters as needed;

• offering basic support including photocopying filing updating email lists and contact information running schoolrelated errands etc.;

• working with the Business Office Associate to manage the overall school calendar and anticipate calendar needs several months or more in advance to ensure that ongoing scheduling of annual administrative tasks is proactive and effective;

• making travel arrangements.

Manage and/or accomplish tasks and projects as assigned by the Director that include but are not limited to:

• working closely with the Director and Assistant Director to coordinate recruiting and hiring processes;

• working closely with all divisions/departments and the Parents Association offering support and being the liaison with the directors office;

• managing logistics for all school events as needed;

• supporting the high school administrative team to coordinate Graduation;

• creating and revising annual documents including all handbooks;

• work closely with the Director and the schools leadership team on creating and revising the academic calendar;

• organizing attending and documenting staff meetings administration meetings principals meetings and Board of Trustees meetings as requested;

• assisting with the planning and of school events and activities;

• corresponding with NYSAIS NAIS the Guild and other schools as needed in support of the Directors and the Schools memberships and participation;

• participating with the emergency response team as necessary.
  

As the Recording Secretary for the Board of Trustees manage and coordinate all Boardrelated meetings and communications and handle tasks as requested by the Board Chair including:

• organizing and attending Board meetings; handling all logistics and related communications; coordinating the agenda distributing materials noting attendance and taking minutes;

• drafting and distributing official Board meeting minutes;

• creating and managing the Board of Trustees calendar sending out meeting notices for all Board committee and other Boardrelated meetings and coordinating with various Committee Chairs as needed;

• creating and updating Board documents;

• arranging meetings for the Director and trustees;

• drafting and distributing communications/emails to the Board as required or directed by the Director and/or Board Chair;

• managing communications and correspondence for the Director and Board of Trustees

• coordinating various Board initiatives working closely with Board Chair and other trustees

• updating information on Board committees including meeting schedules agenda minutes and member contact lists etc.

And other responsibilities as assigned by the Director.

Qualifications and skills sought successful LREI employees are lifelong learners who:

• become active members of the LREI community;

• promote the schools mission making it the center of all decisions and actions;

• are reflective about their practice and avail themselves of professional development and leadership opportunities;

• demonstrate professionalism and a positive attitude;

• are inspired by our mission;

• demonstrate a commitment to social justice and equity cultural competence and the ability to work collaboratively with diverse people;

• demonstrate the ability to exercise sound judgment in various situations with strong written and verbal communication skills administrative and organizational skills and the perspective needed to prioritize the days work;

• demonstrate the ability to work independently on projects from conception to completion work under pressure at times and effectively handle various activities with diplomacy and efficiency;

Required Qualifications and Skills:

• Bachelors Degree or equivalent experience

• Experience in an executive assistant role preferably at a nonprofit or an educational institution

• Communicate fluently in written and spoken English

• Excellent organizational and time management skills

• Excellent interpersonal skills and diplomatic savvy to enable effective interactions with individuals at all levels of LREI and to appropriately represent the Director positively.

• Strong computer skills are required including proficiency in Gmail Gmail calendar Google Suite Microsoft Office Media apps ApplicantStack SchoolDude

• Strong problemsolving and decisionmaking skills

• Ability to maintain confidentiality and handle sensitive information with discretion

• Ability to work effectively under pressure and with frequent interruptions

• Ability to multitask and prioritize tasks effectively

• Knowledge of school policies and procedures