Executive Assistant to Head of School

CHARLOTTE COUNTRY DAY SCHOOL

POSITION TITLE: Executive Assistant to Head of School

DEPARTMENT: Administration

REPORTS TO: Head of School

FLSA: Non-Exempt

TERM: 12 Months

Mission Statement

Through excellence in education Charlotte Country Day School develops the potential of each student by fostering intellectual curiosity principled character ethical leadership and a responsibility to serve.

Overview

Charlotte Country Day School (Country Day) is one of the largest independent co-educational schools in the Charlotte area and one of the 15 largest in the continental United States. Enrollment is very strong and the school is thriving. Highly regarded for the rigor of its academic program and the breadth of its offerings in the arts athletics community service and leadership Country Day is noteworthy for a long tradition of positioning itself at the forefront of curricular innovation.

A strong forward-thinking institution Country Day offers every child a chance to shine. The school is a diverse inclusive community with strong academic and co-curricular programs designed for students to learn to think critically act respectfully and show sensitivity to the feelings and needs of others. The unique curriculum offered by Country Day prepares and strengthens students for participation in their local and global communities. With its focus on diversity service global study and technology Country Day positions students for future success in an ever-changing world. Country Day is committed to living as an authentic inclusive community. Our pursuit of this commitment to community recognizes and affirms the richness brought by difference and discovered through commonality.

Position Summary: The Executive Assistant to the Head of School provides high-level administrative support to the Head of School and manages the day-to-day operations of the Heads office. This role serves as the primary point of contact for internal and external communications exercising sound judgment discretion and prioritization in managing correspondence scheduling and requests for the Heads time.

The position works closely with the Board of Trustees and collaborates regularly with the Leadership Team and key departments across the school to ensure timely communication coordination of materials and seamless operational support in alignment with the Head of Schools strategic priorities and institutional objectives.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Assist Head of School:

• Prepare and organize materials and information in advance of daily meetings and appointments.
• Maintain and coordinate the Heads calendar including appointments meetings and travel arrangements.
• Draft and proofread correspondence on behalf of the Head of School.
• Record and prepare minutes for meetings for which the Head is responsible.
• Manage assigned special projects and conduct related research.
• Support and coordinate communication with Parents Association leaders.
• Provide assistance with the preparation of speeches presentations and related materials.
• Coordinate and organize designated special events particularly those hosted at the Heads residence including management of event communications and invitations.
• Oversee and manage all telephone communications for the Heads office ensuring calls are handled efficiently routed appropriately and responded to promptly.
• Maintain organized office systems and the Heads files.

Assist Board of Trustees:

• Manage correspondence for the Chairman and Committee Chairs
• Provide Board members notifications for meetings.
• Prepare drafts of meeting agendas.
• Maintain update and create Board and Committee documents.
• Record minutes of Board and Executive Committee meetings.
• Coordinate Board Orientation for new Board members.
• Coordinate annual Board events as determined by the Head and Board Chair including retreats Chairs Cabinet luncheons and trustee reunion gatherings.
• Order Trustees graduation regalia and coordinate Trustees Commencement/Processional.

Assist with School Communications/School Events:

• Liaison for communications to/from the Head of School Board of Trustees and others.
• Maintain reciprocal relationship and teamwork with the Administrative Assistant for the Assistant Head of School providing coverage during their absence or vacations.
• Coordinate implementation and details of special programs or events managed by the Heads office.
• Assist with various other special events including selected planning and communication.
• Schedule regular meetings and luncheons between the Head administrators faculty students and parent groups.
• Maintain the annual task list for the Leadership Team and oversee reminders and follow-up.
• Coordinate annually with area Heads of School Executive Assistants to update the Inclement Weather documents.
• Coordinate with the Director of Marketing and Communications on the annual updating and organization of the schools inclement weather policies.

Financial:

• Assist as needed in the Heads budget preparation process.
• Monitor the Heads cost center expenses against budget.
• Monitor process and code check requests within the Heads budget.
• Assist the Head of School and Division Heads with potential Parents Association Budget Wish Lists.

Special Reports/Special Projects:

• Coordinate and manage school opening and closing meetings for faculty and staff in collaboration with the Head of School Assistant Head of School and support from the Administrative Assistant to the Assistant Head of School.
• Oversee the preparation and mailing of monthly birthday cards to all students.
• Collaborate with Advancement to send condolence cards gifts and donations on behalf of the Country Day Community.

Other:

• Other tasks as assigned by the Head of School.

EDUCATION AND EXPERIENCE REQUIRED:

• Bachelors degree

• Minimum of five years of executive administrative experience supporting senior leadership preferably a Head of School.
• Experience coordinating complex schedules meetings and events.
• Experience managing confidential information and sensitive communications.
• Familiarity with nonprofit educational or independent school environments preferred.

SKILLS AND COMPETENCIES:

• Exceptional organizational time-management and problem-solving skills with keen attention to detail and accuracy in scheduling record-keeping and document preparation and the ability to prioritize multiple tasks while providing leadership support.
• Excellent written and verbal communication skills including proofreading and professional correspondence.
• Strong interpersonal skills with the ability to interact tactfully with board members parents faculty and staff.
• Discretion confidentiality and sound judgment in handling sensitive matters.
• Proficiency with Microsoft Office Suite (Word Excel PowerPoint Outlook) office management software and teleconferencing platforms including Zoom; experience with Blackbaud Raisers Edge or Veracross preferred.
• Demonstrates a strong work ethic and initiative anticipating the needs of the Head of School and working proactively.
• Flexibility and adaptability in a dynamic fast-paced environment.

WORKING ENVIRONMENT:

• This position may require some evening and weekend work.
• This role is primarily office-based with standard physical demands of an administrative position.

It is the policy of Charlotte Country Day School not to discriminate against any employee or applicant for employment on the basis of race color religion national origin age sex gender identity or expression sexual orientation disability veteran status or any other basis protected by applicable law. This policy extends to recruitment employment promotion demotion transfer layoff termination compensation training benefits and all other terms and conditions of employment.

Required Experience:

IC